Senior Program Officer, Grant Operations

Center for European Policy Analysis; Washington, Northern (District of Columbia, KY); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

403(b) Retirement Plan

Generous paid vacation leave, sick, a,

personal leave and holidays

Job summary

The Center for European Policy Analysis (CEPA) is seeking an experienced Senior Program Officer, Grant Operations to oversee day-to-day grant operations, budgeting, and reporting across a cross-program portfolio in a fast-paced policy environment.

You will coordinate financial administration, prepare reports, manage dashboards, and develop SOPs to strengthen CEPA’s grant-management infrastructure, while collaborating with Finance, Programs, and Leadership.

Qualifications

• Five or more years of progressively responsible experience in grant operations.
• Experience managing active grants across programs, including preparing financial reports and invoices, monitoring budgets and expenditures, reviewing budget-to-actual results, tracking payments, and coordinating amendments and closeout.
• Advanced proficiency with Microsoft Excel and experience with Sage Intacct or comparable financial systems; experience with Salesforce or comparable grant, CRM, or project-management systems preferred.

Responsibilities

• Manage day-to-day operational and financial administration of a cross-program portfolio of active institutional grants and awards, reviewing award terms and maintaining workplans and calendars for milestones, deliverables, reporting, invoicing, and deadlines; record key documents and grant data in secure systems.
• Prepare, review and coordinate financial reports, invoices, payment requests, and supporting documentation using Sage Intacct and Bill.com; track payment schedules and outstanding payments to maintain grant budgets, spending trackers, and projections; manage internal review and follow-up with Finance and program teams.
• Coordinate grant activities, including kickoff meetings, implementation workplans, reporting calendars, budget trackers, payment schedules, through amendments, revisions, extensions, narrative reporting and closeout.
• Conduct regular grant portfolio reviews with program teams and Finance; communicate operational and financial status to leadership; coordinate follow-up on risks, outstanding actions, and upcoming deadlines.
• Develop dashboards, templates, standard operating procedures, guidance, and training materials that strengthen CEPA’s grant-management infrastructure and provide visibility into the grant portfolio.
• Support proposal and renewal coordination as needed, including reviewing funder requirements, maintaining internal timelines, compiling required materials, and coordinating budgets and approvals.
• Serve as a central operational liaison among program teams, Administrative Operations, Finance, Communications, External Affairs, and Executive Leadership, and support other cross-program grants and organizational initiatives as assigned.

Skills

Grant operations

Budget management

Financial reporting

Excel

Sage Intacct

Salesforce

Education

Bachelor’s degree in business administration, nonprofit management, public administration, international affairs, finance, accounting or a related field; advanced degree preferred

Tools

Sage Intacct

Bill.com

Salesforce

Job description

The Center for European Policy Analysis (CEPA) is seeking an experienced, proactive, and detail-oriented professional to serve as the Senior Program Officer, Grant Operations. Reporting to the Director, Administrative Operations.

• Manage day-to-day operational and financial administration of a cross-program portfolio of active institutional grants and awards, reviewing award terms and maintaining clear workplans and calendars for milestones, deliverables, reporting, invoicing, and other deadlines while recording key documents and grant-related data in secure systems;
• Prepare, review and coordinate financial reports, invoices, payment requests, and supporting documentation using systems such as Sage Intacct and Bill.com; track payment schedules and outstanding payments to maintain grant budgets, spending trackers, and projections; and manage internal review, timely submission, and follow-up with Finance and program teams;
• Coordinate grant activities, including internal kickoff meetings, implementation workplans, reporting calendars, budget trackers, payment schedules, through amendments, revisions, extensions, narrative reporting and closeout;
• Conduct regular grant portfolio reviews with program teams and Finance; communicate operational and financial status to leadership; and coordinate follow-up on risks, outstanding actions, and upcoming deadlines;
• Develop dashboards, templates, standard operating procedures, guidance, and training materials that strengthen CEPA’s grant-management infrastructure and provide visibility into the grant portfolio;
• Support proposal and renewal coordination as needed, including reviewing funder requirements, maintaining internal timelines, compiling required materials, and coordinating budgets and approvals;
• Serve as a central operational liaison among program teams, Administrative Operations, Finance, Communications, External Affairs, and Executive Leadership, and support other cross-program grants and organizational initiatives as assigned.

Qualifications

• Bachelor’s degree in business administration, nonprofit management, public administration, international affairs, finance, accounting or a related field; advanced degree preferred;
• Five or more years of progressively responsible experience in grant operations, award management, grant financial administration, project financial management, or a related area;
• Demonstrated hands-on experience managing active grants across programs, including preparing financial reports and invoices, monitoring budgets and expenditures, reviewing budget-to-actual results, tracking payments, and coordinating amendments and closeout;
• Strong understanding of post-award grant administration, including award setup, implementation, financial and narrative reporting, budget revisions, extensions, funder requirements, and closeout;
• Experience administering foundation and other institutional awards; familiarity with public sector awards (e.g. USG institutions and other large public institutions) or comparable international funding arrangements preferred;
• Strong quantitative, analytical, and written communication skills, with exceptional attention to detail and the ability to interpret and communicate complex award and financial requirements;
• Advanced proficiency with Microsoft Excel and experience with Sage Intacct or comparable financial systems; experience with Salesforce or comparable grant, CRM, or project-management systems preferred; and
• Ability to build and maintain grant-management systems and manage multiple priorities across program, finance, and operations teams in a fast-paced policy environment.

A Successful Candidate Will

• Demonstrate a strong understanding of and commitment to CEPA’s mission and transatlantic values;
• Bring strong financial acumen, accuracy, and follow-through to the day-to-day management of grants;
• Establish clear processes and accountability while building productive relationships with colleagues at all levels of the organization;
• Successfully manage multiple active public institution and foundation grants, financial reports, invoices, payments, and competing deadlines while maintaining the highest standards of quality and professionalism;
• Anticipate operational and budget-related risks, identify process improvements, and translate award and financial requirements into clear guidance for internal stakeholders; and
• Exercise sound judgment, integrity, and discretion when handling confidential or sensitive information.

CEPA offers exceptional benefits that include:

• Competitive pay;
• 403(b) Retirement Plan; and
• Generous paid vacation leave, sick leave, personal leave, and holidays.

About CEPA:

The Center for European Policy Analysis (CEPA) reinvents Atlanticism for a more secure future. We work to ensure a strong and enduring transatlantic alliance rooted in democratic values and principles with strategic vision, foresight, and policy impact. Through cutting-edge research, analysis, and programs, we provide fresh insight on security, defense, and geopolitics to government officials and agencies; we help transatlantic businesses navigate changing strategic landscapes; we build networks of future Atlanticist leaders. CEPA is a nonpartisan, nonprofit, public policy institution.

At CEPA we believe in creating an inclusive workplace that promotes and values diversity because we recognize there is value in difference. More importantly, we believe creating an environment where everyone, regardless of gender identity or expression, sexual orientation, religion, ethnicity, age, neurodiversity, disability status, or citizenship, can do their best work is the right thing to do. We encourage people of all backgrounds to apply.

The transatlantic alliance depends on innovative ideas and insight to ensure a secure, prosperous, and democratic future.

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