Director of Governance and Administrative Services

About the Organization

Nationalities Service Center (NSC) is Philadelphia’s leading immigrant and refugee service organization. We provide comprehensive programs—including legal representation, workforce development, health access, and community integration—that empower individuals and families to thrive in the United States. NSC is deeply committed to fostering a diverse, inclusive, and respectful workplace where staff can contribute their best work in service to our mission.

Mission & Vision

Our mission is to welcome and empower immigrants to thrive in our communities and pursue a just future. Our vision is that all immigrants achieve safety and stability, sustainable opportunities, and meaningful community connections.

About the Role

NSC is seeking a Director of Governance and Administrative Services who is passionate about supporting and empowering our Philadelphia immigrant communities. Reporting to the Executive Director, the Director of Governance and Administrative Services will be responsible for ensuring that NSC’s governance framework and administrative functions operate effectively, transparently, and in full compliance with organizational and legal requirements.

As a key member of the Senior Management Team, the Director of Governance and Administrative Services will:

• Support the Board of Directors by managing board operations and maintaining accurate agency records.
• Strengthen organizational governance, risk management, and accountability.
• Ensure governance processes align with NSC’s strategic goals and values.

The Director of Governance and Administrative Services will also serve as a strategic and operational partner to the Executive Director and senior leadership, providing high-level administrative support, overseeing essential organizational functions, and ensuring the seamless operation of both daily activities and long-term initiatives. This multifaceted role is integral to advancing NSC’s leadership, efficiency, and compliance.

Duties and Responsibilities

Board Governance and Meeting Support

• Coordinate all aspects of board and board development committee meetings, including scheduling, agenda creation, and materials distribution.
• Record accurate minutes and maintain a record of board actions, bylaws, and governance documents.
• Ensure board compliance with governance practices and deadlines (e.g., conflict of interest forms, annual filings).
• Facilitate communication between the board and executive leadership, supporting onboarding and engagement of board members.

Strategy and Leadership

• Advise the board of directors: Serve as a trusted advisor to the board of directors and senior team on all governance-related issues.
• Establish and maintain frameworks: Design and enforce robust corporate governance. frameworks, policies, and procedures that align with the organization's strategic goals.
• Support decision-making: Help facilitate the board's decision-making processes by providing clear, accurate, and timely information.

Compliance and Documentation

• Oversee board operations: Manage the administrative aspects of board and committee meetings, including agendas, reports, and minutes.
• Drive change initiatives: Work with cross-functional teams to implement change management strategies that support new policies and transitions.
• Maintain official corporate documents and ensure adherence to internal controls and record retention policies.
• Manage contractual matters: Serve as a point of contact for external contractual agreements and transactions.
• Oversee reporting: Develop and manage executive-level reports, analytics, and metrics related to the effectiveness of governance controls.

Executive Leadership Support

• Manage the CEO’s schedule, communications, and meeting coordination.
• Prepare executive-level reports, presentations, and briefing documents.
• Serve as a liaison between the CEO and internal/external stakeholders.
• Anticipate needs, manage priorities, and follow through on behalf of the CEO with professionalism and discretion.

Operations & Strategic Project Management

• Lead or coordinate special projects, tracking progress and reporting outcomes.
• Assist in cross-departmental collaboration and internal communication.
• Monitor and improve internal systems and administrative procedures.
• Support implementation of strategic plans and key organizational priorities.

Information Technology

• Manage and troubleshoot Information Technology and electronic communication office needs directly or through a consultant.
• Staff lead on internal IT support.
• Identify, purchase, and distribute computer hardware and software for the organization.

Building Operations

• Develop, update, and maintain internal operational policies and procedures.
• Manage the inventory and requisition of office clerical supplies and maintenance of office equipment.
• Represent NSC with Condo Association activities.
• Coordinate and troubleshoot the resolution of building and office maintenance issues and requirements through appropriate vendors.
• Play leadership role in logistical building plans and improvements.

Management

• Participate in NSC meetings as a member of the senior management team.
• Participate in larger projects that benefit the organization.
• Develop internal policies and procedures with senior management team.
• Provide management of reception area staff through support, independent judgment, and decision-making.
• Prepare and oversee the logistics for the All-Staff meetings.
• Manage the CEO’s schedule, communications, and meeting coordination.
• Perform management functions for the reception area staff such as performance management, workload distribution, communication, recognition activities, and employee relations.

Required Education and Experience

• Bachelor’s degree in business administration, Public Administration, or a related field from an accredited college or university.
• Experience: 10+ years of professional experience in a related field, such as board governance, management, operations, and/or business, with extensive experience in a nonprofit leadership role.
• Technical expertise: A deep understanding of nonprofit governance frameworks, regulations, and industry best practices. Experience with governance management platforms is preferred.

Competencies and Skills

• Strong knowledge of nonprofit governance. Knowledge of Robert’s Rules of Order a plus.
• Strategic thinking and high attention to detail.
• Excellent interpersonal and written and oral communication.
• Organizational agility and proactive decision-making.
• Professionalism and confidentiality.
• Ability to manage multiple high-priority projects simultaneously.
• Interpersonal skills: The ability to communicate clearly and build trusting relationships with a wide range of stakeholders.
• Analytical skills: Strong problem-solving and analytical abilities are required to assess complex information, identify risks, and make data-driven decisions.
• Demonstrates ability to work collaboratively through a cooperative effort.
• Desire and ability to carry out a variety of responsibilities with multiple priorities and deadlines under limited supervision.
• Ability to read and comprehend detailed instructions, correspondence, and memos.

Organizational Development

• Foster a culture of trust, collaboration, and continuous improvement.
• Recommend and implement employee engagement initiatives to support retention and morale.
• Coordinate staff training and professional development programs, with attention to both skill-building and compliance topics.

Non-Essential Functions

• Participate in workshops, trainings, or professional groups to maintain knowledge and licensure.
• Adhere to NSC’s confidentiality guidelines and handle sensitive information appropriately.
• Attend and contribute to staff meetings to support communication and organizational goals.
• Complete special projects related to departmental functions or as assigned by the supervisor.
• Perform other duties as assigned within the scope of position expectations.

Required Skills and Qualifications

• Proven ability to build trust and strong relationships across all levels of an organization.
• Sound judgment and ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite and board portal management software.
• Exceptional organizational and time-management skills with the ability to prioritize, meet deadlines, and manage multiple tasks effectively.
• High level of integrity, discretion, and professionalism.
• Strong collaboration skills with the ability to work effectively on cross-functional teams.
• Excellent written and verbal communication skills, with the ability to present complex information clearly.
• Demonstrated ability to adhere to organizational policies, procedures, and values.

Requirements

On-site work required at NSC’s Philadelphia office and off-site events or meetings as needed. NSC currently operates on a hybrid remote/office schedule, subject to change based on organizational needs and client priorities.

Physical Demands

The physical demands described below are representative of those required to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Frequently required to stand, walk, sit, use hands to handle or operate objects and equipment, reach with arms, balance, and communicate verbally.
• Occasionally required to climb stairs, stoop, kneel, crouch, crawl, or use senses such as taste or smell.
• Must occasionally lift and/or move up to 25 pounds.
• Regular use of standard office equipment, including frequent work at a computer workstation.
• Vision requirements include frequent reading and close work, as well as distance vision, color perception, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described below are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Noise level is generally moderate.
• Work is primarily performed indoors but may require occasional travel to community sites, business partners, or social service locations.
• Occasional travel to attend conferences, seminars, or meetings may be required.
• Work outside of traditional office hours may be necessary to meet organizational and client needs.
• NSC currently operates on a hybrid in-person/remote model, which is subject to change based on organizational priorities and external conditions.

How to Apply

• NSC’s staff is comprised of individuals with diverse professional and lived experiences, fluency in multiple languages, and a deep knowledge of and commitment to the immigrant communities we serve. We value the diversity of our staff and highly encourage immigrants and persons of color to apply. In your cover letter, please address how your unique experiences and background will contribute to the mission of NSC.

COMPENSATION: The salary is commensurate with experience. The benefits package includes generous vacation and sick leave; paid sabbatical leave; summer hours; early Friday closing, 77% employer-paid health, dental, and vision coverage; short-term disability, long-term disability, and life insurance, 403(b) with an employer match.

Please complete the online application by going to this link -

https://nscphila.org/about-us/careers.

• NSC is an equal opportunity employer committed to a policy of non-discrimination in all employment practices and does not discriminate based on race, ethnicity, religion, gender, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, nor any other basis protected under applicable law.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this role at any time.

The benefits package includes generous vacation and sick leave; paid sabbatical leave; summer hours; early Friday closing, 77% employer-paid health, dental, and vision coverage; short-term disability, long-term disability, and life insurance, 403(b) with an employer match.