Administrative Coordinator, Development & Finance

Position Overview
The Administrative Associate serves as a foundational role within our team, driving the essential administrative, financial, and fundraising workflows that keep our organization moving forward. The ideal candidate is eager to learn, highly organized, possesses a natural affinity for data and numbers, and is excited to channel their detail-oriented skills into IJS. This entry-level position offers an extraordinary start into nonprofit management, providing direct, hands-on exposure to development operations, basic bookkeeping, and executive administration.

Key Responsibilities
Accounts Payable & Financial Operations

Collect and upload incoming invoices: Gather and review invoices arriving by email or through our system and attach them to the correct vendor account in our processing system (BILL.)
Review and code invoices: Assign the invoice to the correct expense category, department and program. Flag any errors or duplicates before sending for approval.
Route invoices for approval and maintain vendor records. Move coded invoices through the workflow, follow up as needed, and keep vendor information and tax forms up to date.
Other finance related administrative tasks as needed.

Development Operations & Donor Relations

Process and Record Gifts: Securely enter and track donor contributions into DonorPerfect (DP) from all streams, including physical mail, digital lockboxes, DAF and ACH transfers, stocks, and grants.
Collaborate with the finance team to reconcile donated revenue on a monthly basis.
Generate and distribute automated thank-you emails, facilitate the automation of physical letters for donors contributing over $500, and maintain up-to-date tracking logs for leadership’s personalized outreach.
Input signed pledges and grant agreements into DonorPerfect, regularly upload registration data from free events, and perform routine database cleanups to eliminate duplicate entries.
Support Communications Outreach: Extract targeted mailing lists and analytical reports from DonorPerfect, issue pledge invoices to donors, build digital contribution forms for active campaigns, and coordinate the distribution of the weekly Shabbat email to digital sustainers.
Other administrative development tasks as needed.

Office Management & Administration

Oversee Office Operations: Serve as the primary liaison to the management company in our shared workspace, order supplies, coordinate building passes for guest staff, and keep the small office working efficiently.
Receive and distribute physical mail to the appropriate staff.
Provide Senior Leadership support, such as the management of schedules and calendars for senior leadership team and board members and coordinate necessary meeting logistics.
While this will not be the primary function of this role, as the NYC-based team, this role will also provide back up programmatic support, including the management of our Manhattan storage unit, including shipping materials to in person programs, and providing backup technical support for participants during online Zoom courses.
Other support as needed.

Preferred Skills & Experience

A self-starter motivated to develop core skills in nonprofit fundraising operations, basic bookkeeping, and organizational administration.
Ability to work collaboratively across departments in a fast-paced environment.
Demonstrated comfort working with numbers, spreadsheets, and data entry.
Impeccable Attention to Detail: A natural affinity for organization and spotting errors before they impact the team.
Experience with or a strong interest in and ability to quickly learn financial software (e.g., BILL,) and donor databases (e.g., DonorPerfect).
Excellent written and verbal communication skills, with the ability to professionally interact with donors, staff, and program participants.
College degree or commensurate professional experience.
Background or interest in Jewish spirituality or other mindfulness and spiritual practice.
A commitment to diversity, equity, inclusion and belonging that aligns with the values of IJS.