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  • Program Operations Associate, Reassigned Grants Unit. London. Posting Date: 09/09/2021. Deadline: 09/22/2021

We’re seeking two fixed-term Program Operations Associates, based in multiple geographies to support the closeout of hundreds of individual and organizational grants as part of the Reassigned Grants Unit (RGU) during a two year assignment. Location is flexible, with preference for a Program Operations Associate (POA) to be based in New York, Berlin and London.

The POA roles are of deep importance to the success of the RGU and we are seeking the “grant making wizards” who are able to anticipate challenges, work with colleagues in support units to develop solutions, and help keep work moving forward efficiently and effectively. The ideal candidate will bring experience working on grants to organizations across a variety of geographies and issue contexts, a sense of challenge and pride in the essential operational aspects of grant making, and a positive and problem-solving approach to the work.

You will provide operational and logistical support in a variety of forms, including the monitoring and oversight of the grantee payment and reporting, monitoring and administering ongoing grant-related contracts and memoranda of understanding (where applicable). You will work with the Office of Grants Management to maintain compliance with organizational and external standards and regulations related to those awards, minimize reputational risk, and help manage knowledge regarding grantees. In collaboration with other RGU staff, you will provide accessible and consistent administrative support to grant recipients, handing off more complex or sensitive matters to Program Officers for support and resolution. You will report to the Team Manager and will work within an organizational grant making sub-unit of the RGU.

Please note that this and all RGU positions will be eligible for the Involuntary Severance Package upon completion of the term. Anyone accepting a position with the RGU would be required to withdraw from consideration or acceptance to the Voluntary Severance Program or other severance process.

As Program Operations Associate with the RGU, you will:

  • Provide operational and administrative support for the sub-unit, primarily in connection with grants to individuals but also to organizations, as needed;
  • Develop systems and processes to monitor grants as they come in to RGU and throughout the unit’s oversight of those grants, ensuring that critical information is documented and retained;
  • Oversee appropriate and timely payment for each grantee and suitable payment methods, offering solutions and advice on options where necessary;
  • Gather reports and other documents for Program Officer approval, providing an initial review for compliance issues, accuracy, and readability; monitoring progress on report submission and review to promote timely closure of awards;
  • Provide attentive service to grantee organizations seeking amendments, payments, or other similar needs;
  • Ensure timely amendments to, and closure of, existing contracts and memoranda of understanding, in consultation with the Team Manager;
  • Coordinate with colleagues in the Grants Management Department and the Office of the General Counsel to ensure that grants and contracts remain in compliance with IRS rules for charitable entities, other U.S. law applicable to our grant making, and the laws and restrictions that apply to OSF entities in other jurisdictions;
  • Support efforts to gather data and knowledge.

What are we looking for:

  • 3-5 years of complex administrative/operational experience, particularly in supporting the post-award facets of grants to organizations;
  • Excellent organizational, analytical, interpersonal, and proactive problem solving skills;
  • Demonstrated experience and desire to make administration and operations run smoothly and efficiently;
  • Experience working with organizational grants and grantees across the diversity of OSF’s regions, themes, and entities;
  • Ability to identify potential solutions to challenges – both specific and broad – related to grant making operations amidst the evolving circumstances during OSF’s ongoing institutional transformation;
  • Ability to build and maintain relationships with a wide range of people from diverse backgrounds;
  • Excellent project management skills, including experience of using multiple sources of data to inform decision-making;
  • Commitment to continuous learning and growth in the areas of diversity, equity, inclusion, antiracism and social justice;
  • Commitment to listening and working with humility; ways of working that are respectful to all people; and that support space and voice for all diverse perspectives in our workplace.


  • Professional working proficiency in languages, in addition to English;
  • Data gathering and analysis skills, including knowledge of Tableau, Foundation Connect reports, etc., and ability to use data to monitor workflow and anticipate challenges.

What we offer:

  • Ample opportunities to learn and grow, from annual professional development allowances to onsite trainings and brown bag lunches with visiting experts.
  • Top-notch benefits and perks designed for your well-being and a healthy work-life balance. With some variability according to location, this includes generous time off, flexible work arrangements, employer-paid health insurance, generous retirement savings plan, progressive paid parental leave, reproductive and family planning support, sabbatical opportunities, and much more.
  • A commitment to creating a diverse and inclusive workplace that enables everyone to bring their full self to work and make a positive impact on the world.

If this sounds like a position of interest to you, please submit your cover letter and CV via Workday. We look forward to learning more about you

Competitive rates of pay apply.

We aim to build an inclusive workforce that is reflective of the populations we support, and actively seek applications from those who are marginalized and underrepresented. We are committed to providing reasonable accommodations to applicants and colleagues with disabilities.

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