Operations Specialist


Job title: Operations Specialist

Company: HIAS

Job description: POSITION SUMMARY:

HIAS seeks an Operations Specialist to support the management team in the North America region with creating and managing budgets, forecasting, invoice tracking and assisting budget holders with ensuring correct reporting and information dissemination. This position will also assist in facilitating communication between program managers and various operational units at HIAS.


  • Assists budget holders in the North America region with preparing annual budgets, forecasts and re-forecasts.
  • Coordinates with project managers and North America staff on timely approval of invoices, sub-agreement holders, law firms, etc.
  • Engages with program managers, accounting and BFC to ensure costs and invoices are correctly charged to awards and grants.
  • Facilitates evaluating and analyzing spending on grants with budget holders.
  • For cross-regional/global programs, in coordination with BFC, synchronizes with the finance staff in country offices on their spending.
  • Coordinates with program management staff on the appropriate representation during grant/program review meetings with donors.
  • Works with BFC on improving the tracking mechanisms to report any issues with the required matching component of some grants/programs in real time so program management can address any concerns with sub-grantees’ performance with the matching requirements.
  • Provides support to budget holders as a follow-up on any BFC-related training, initiatives or new developments.
  • Facilitates better communication with affiliates via quarterly Q&A sessions, regular program meetings and regular written communication.
  • Represents department managers or other senior-level officers in meetings, including taking notes and recordings as needed.
  • Performs other administrative duties as required to support the function of the HIAS North America regional management team.
  • Performs other duties as assigned.


  • Undergraduate degree in Business Administration, Finance, Accounting, International Affairs or a related field required.
  • 3-5 years of work experience, with experience in analysis and interpretation of budgets and grants preferred.
  • Experience working with a domestic or international nonprofit preferred.
  • Excellent analytical skills and ability to problem-solve required; the ability to communicate financial information to non-financial staff is also required.
  • Ability to effectively multi-task.
  • Excellent interpersonal, written and oral communication skills required.
  • Intermediate level or higher Microsoft Excel skills required.
  • Travel, to include travel to insecure operating environments, may be required.


We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a HIAS recruiter.

Step 3: Video interview with the hiring manager.

Step 4: Video interview with a panel of HIAS employees.

Step 5: Online reference check with SkillSurvey.

Step 6: Offer and background check with Shield Screening or HireRight.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.


Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people-a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.


HIAS stands for a world in which refugees find welcome, safety and opportunity.


Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.


Welcome • Acogimiento • Hospitalité • Hachnasat Orchim

We Welcome the Stranger

Justice • Justicia • Justice • Tzedek

We Pursue Justice

Empathy • Empatía • Empathie • Chesed

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération • Chevruta

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • Ometz

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • Ruach

We Adapt and Thrive, Continuously Demonstrating our Resilience


HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.


HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the . In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Expected salary:

Location: New York City, NY – Silver Spring, MD

Job date: Sat, 18 Nov 2023 07:46:23 GMT

To apply for this job please visit jobviewtrack.com.