Office Manager

The American Friends of Hand in Hand (AFHIH) seeks a full-time office manager for its office in Portland, Oregon. AFHIH is the U.S. support arm of Hand in Hand: Center for Jewish-Arab Education in Israel (Hand in Hand). Hand in Hand is a network of integrated schools and communities across Israel serving Jewish and Arab children, families and the wider public. Hand in Hand’s mission is to build partnership and coexistence between Jewish and Arab citizens of Israel and grow a model for shared society.

The American Friends of Hand in Hand raises philanthropic funding to support the Hand in Hand programs in Israel. For more information, please visit www.handinhandk12.org

Job Overview

The Office Manager is a hands-on, proactive professional, highly organized and skilled in handling multiple tasks and projects concurrently, working to maximize the effectiveness of the organization. They will be committed to the vision and mission of Hand in Hand.

They will serve as AFHIH’s lead for financial management, cash flow forecasting, and operational analytics, with a key focus on supporting the fundraising/development function through data-driven insights and scalable tools. This role ensures financial health, operational efficiency, and strategic enablement as the organization grows.

They will have experience managing an office, preferably in a non-profit setting, and be skilled in Microsoft Office and Google Workspace, as well as ideally have experience working with Salesforce CRM.

Responsibilities and Duties

Financial management:

• Receiving and depositing all donations. Interacting with all financial institutions.
• Sending tax receipts and acknowledgements to donors using Salesforce and Apsona
• Uploading all financial information into Salesforce and keeping financial records in QuickBooks
• Preparing monthly financial reports for staff (U.S. and Israel), the external bookkeeper, and the board of directors
• Preparing financial materials for annual audit by outside accountants. Communicates internally and externally around the audit
• Paying office bills, including credit card statements and invoices to suppliers
• Processing bi-monthly payroll and benefits
• Handling donors’ requests and special payment procedures
• Oversee monthly accounting, budgeting, and financial reporting
• Maintain general ledger, monthly closings, and financial statements
• Prepare annual budgets, reforecasts, and grant-specific reporting
• Prepare reports for donors.
• Ensure compliance with IRS 990 and audit requirements
• Develop board slides (which should almost certainly not be any different from what is already being used by the development team).

Cash Flow & Planning:

• Monitor and project short- and long-term cash flow
• Project anticipated cash flow against Budget provided by the schools
• Develop scenario models to guide executive and board decisions

Operational & Strategic Scaling:

• Identify and implement tools/systems that support scalability across finance and development (e.g., CRM, reporting tools, workflow automation)
• Document and streamline internal processes to reduce staff burden and error risk. Automate as much as possible.
• Support cross-functional planning and strategic initiatives

Donor Records:

• Helping maintain accurate records of all donors and gifts, as well as communication with donors, in Salesforce in coordination with the Database Manager

Fundraising mailings:

• Coordinating donor outreach mailings, both in-house using mail merge and with outside printing/mailing firms

Office facility:

• Managing all office equipment and supplies to ensure the smooth functioning of operations, including ensuring an adequate supply of all marketing materials.
• Implementing HR functions for the organization
• Responsible for communicating with the building landlord and maintenance crew if needed

Special Projects:

• Responsible for special projects and tasks as assigned by the Co-Founder and Executive Director, and other administrative duties.
• Responsible for 501(c)3 status on both the state and federal levels.

Requirements:

• Minimum of 5 years’ experience in office/administrative work
• Bachelor’s degree preferred
• Strong “people skills” including direct communication with donors, board members, and stakeholders
• Knowledge and experience using QuickBooks
• Experience with Salesforce CRM preferred
• Strong computer skills including: MS Office and Google Workspace
• Commitment to the vision and mission of the organization