Director of Finance and Administration

DIRECTOR OF FINANCE AND ADMINISTRATION

Application review begins November 18, 2024

WHO WE ARE  The Jewish Foundation for Education of Women (JFEW) is a private philanthropy that supports higher education for women from diverse backgrounds to help them achieve a post-secondary degree, career readiness, and economic mobility and security.  We do this through strategic partnerships with public and private universities and community-based nonprofits to provide scholarships, peer networks, dedicated advising, and professional development opportunities; and research grants that address systemic issues and advance bold solutions.

VISION AND VALUES  Our vision is a world in which all women can attain post-secondary education and training in order to achieve economic mobility and security. Our North Star is college completion for aspiring women across New York State, many of whom are first-generation college students, immigrants or the children of immigrants. We seek team members who are deeply committed to JFEW’s mission and core values – adaptability, collaboration, compassion, respect, and justice. Learn more on our website.

THE OPPORTUNITY  JFEW is seeking candidates for the full-time position of Director of Finance and Administration. This is an outstanding opportunity for a mission-driven finance and operations professional to advance women’s higher education and join a small, highly collaborative, engaged, and student-centered office. The Director of Finance and Administration is responsible for managing JFEW’s day-to-day finances and operations, with duties related to budgeting, grantmaking, human resources, database management, Board communication, and IT.  

WHO YOU WILL WORK WITH   Reporting to the Executive Director, the Director of Finance and Administration works in close collaboration with JFEW’s Senior Director of Programs and Board of Directors and is also a key representative of the Foundation to grantees, campus program directors and financial aid officers, finance and operations-related consultants, service providers, and vendors.

WHERE AND HOW YOU WILL WORK  JFEW staff work a hybrid-schedule, currently in the office in midtown-Manhattan two days a week, and remotely three days. Work hours are 9:00 am – 5:00 pm, with some evenings with advance notice for Board meetings and Scholar events, typically not more than 1-2 times a month.

WHAT YOU WILL DO (RESPONSIBILITIES)

Finance

• Oversee accounts payable, including monthly administrative bills and grant payments.
• Communicate fiscal transactions to external bookkeeper; coordinate with bookkeeper and audit firm for timely submission of quarterly and annual tax payments.
• Prepare annual spending projections and payment schedules for grant programs, and administrative budgets and forecasts, in partnership with Executive Director.
• Oversee annual audit, including preparation of reports and schedules in coordination with external bookkeeper; coordinate between audit firm and Audit Committee.
• Reconcile and maintain records of credit card expenses, petty cash, and donations; send donation acknowledgement letters.
• Support relationship with bank and investment advisory firm, in partnership with Executive Director; manage account documents, monitor accounts for adequate cash flow, review monthly account reconciliations.
• Manage internal processes for approval of financial transactions.

Human Resources

• Manage human resource records and documentation.
• Administer payroll and employee benefit programs, including health, dental, and 403(b) plan; coordinate with benefits providers; serve as resource to staff for information on policy benefits; maintain PTO record.
• Coordinate with 403b plan co-fiduciary and retirement plan company to ensure plan compliance and timely submission of required reporting.

Database and IT

• Manage grants and contacts database (Zengine by WizeHive & Givebutter), including timely data entry, accuracy of records, submission of help tickets, coordination with developers, and data reporting.
• Help Foundation develop strategy for securing and updating Alumnae contact information.
• Work with IT consultant to maintain smooth technology operations for the Foundation, including hardware, software, cybersecurity, and cloud services.
• Make occasional content updates to website.

 Grants Management

• Manage workflow and effectiveness of grant processes, including grant applications, disbursement schedule, and reporting, in cooperation with JFEW team.
• Support grantees with reporting requirements, including technical assistance with submission portal.
• Monitor grant budgets in accordance with funding allocations and restrictions; assess grantee budget reports in relation to allocation.
• Administer Emergency Grants program for individual Scholars, in collaboration with JFEW team.
• Provide grant program data on regular basis to JFEW team and Board committees.

 Board

• Work with Executive Director to compile and coordinate Board materials and communications.
• Coordinate Board and committee meetings, both virtually and in-person, including scheduling polls, emails and calendar invites.
• Take minutes at Board and select committee meetings.
• Provide data and analysis as needed for committee and Board meetings.

 General Administration

• Respond to general Foundation phone and email inquiries.
• Update/create documentation of internal processes, e.g. manuals and process charts.
• Engage with philanthropy affinity organizations to stay current on trends and best practices.
• Coordinate annual review of insurance needs and rates with Executive Director.
• Review and manage select contracts with external vendors, in partnership with Executive Director.
• Plan logistical, technology, and catering details for all Foundation events.
• Liaise with building management and vendors to maintain office facilities.
• Purchase office supplies and equipment

DISCLAIMER

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or hybrid workplace arrangement. Flexibility is essential as part of a small team and as we grow and develop.

 KEY SKILLS & ATTRIBUTES

• BA degree and 5+ years of experience in a finance, operations, and/or grants management role.
• Significant experience overseeing grants database and/or contact management database and organizational finances, including annual audit.
• High comfort level with and enthusiasm for adopting new technology and improving organizational processes.
• Excellent writing, copyediting and communications skills; careful editor and proofreader of own and others’ work.
• Outstanding organizational skills, with experience managing multiple deadlines and workflows, and ability to pivot and adjust priorities to manage time-sensitive requests.
• Experience with MS Office suite, Slack or MS Teams, and excellence in Excel.
• Solutions and action-oriented (i.e., approaches new opportunities and challenges with energy and positive attitude).
• Ability to communicate with people who hold diverse opinions in an open and respectful manner.
• Integrity, diplomacy, and professionalism.

COMPENSATION AND BENEFITS      Salary range is $115,000 – $135,000. This position comes with generous benefits, including: health and dental insurance; 403(b) with match; long-term disability and life insurance; paid holidays and vacation, including office closure December 25 – January 1; professional development opportunities; and all legally required benefits.

TO APPLY       In one PDF, please send cover letter, detailing interest in and qualifications for position and relevant experience, and resume to: info@jfew.org. Use “Director of Finance and Administration” in subject line. Application review will begin on November 18, 2024 and will continue until the position is filled. Candidates who advance in the process will be asked to provide three references. No telephone calls, please.

HIRING POLICY     JFEW is an equal opportunity employer.  We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.