Senior Program Officer, Grant Operations

Position: Senior Program Officer, Grant Operations

Schedule: Full-time

Location: On site, Washington, DC

Salary range: $66,000-$75,000 annually, commensurate with experience and qualifications

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, this position will support the day-to-day operational management and financial budget coordination of CEPA’s active institutional grant portfolio across programs. The role will ensure that grant budgets, invoices, financial and narrative reports, milestones, deliverables, payments, and award records are managed accurately and on time throughout the grant lifecycle.

The successful candidate will have demonstrated experience managing active foundation and other institutional awards, with particular strength in financial reporting, invoicing, budget monitoring, payment tracking, and post-award administration. This individual will work closely with program teams, Finance, and Administrative Operations to strengthen CEPA’s grant-management infrastructure, identify risks early, and promote effective stewardship of institutional funding.

Key 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 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 a Competitive Salary and Comprehensive Benefits Package Including

• Generous employer-subsidized health insurance;
• 401(k) retirement plan;
• Paid vacation leave, sick leave, and holidays; and
• Opportunities for professional development and career growth.

About CEPA

CEPA is a 501(c)(3) non-partisan organization, and its mission is to ensure a strong and democratic transatlantic alliance for future generations. Headquartered in Washington, DC and led by a new generation of leaders from both sides of the Atlantic, CEPA brings an innovative approach to the policy arena. Our cutting-edge analysis and timely debates galvanize communities of influence while investing in the next generation of leaders to understand and address present and future challenges to transatlantic values and principles.

Equal Opportunity

CEPA is an equal opportunity employer. We prohibit discrimination and harassment based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including, but not limited to, hiring, recruiting, promotion, termination, leave of absence, benefits, and internships. CEPA makes hiring decisions based solely on qualifications, merit, and business necessity.

To be considered for this role, you must be legally authorized to work in the United States without current or future employer sponsorship.