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Operations Administrative Assistant Jobs in Rutherford, NJ

MABSTOA

Administrative Assistant

New York, NY

Administrative Manager POSITION SUMMARY The Administrative Assistant provides high-level administrative, operational, and analytical support to the Office of the President. Reporting to the ...

Cna

Administrative Assistant II

Warren, NJ · Hybrid

$35K - $65K/yr

Under general supervision performs complex administrative support on day to day operational matters ... May assist management in special projects. May attend meetings, seminars etc. and records notes or ...

New

MABSTOA

Administrative Assistant

New York, NY · On-site

$63K - $80K/yr

Administrative Manager POSITION SUMMARY The Administrative Assistant provides high-level administrative, operational, and analytical support to the Office of the President. Reporting to the ...

PROMESA R.H.C.F.

Administrative Assistant

Bronx, NY · On-site

$36K - $40K/yr

Administrative Assistant Under supervision of the Program Director, the Administrative Assistant is responsible for the organization and coordinating of the office operations and procedures in order ...

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All JobsOperations Administrative JobsOperations Administrative Assistant JobsOperations Administrative Assistant Jobs in Rutherford, NJ

Operations Administrative Assistant information

See Rutherford, NJ salary details

$13

$23

$37

How much do operations administrative assistant jobs pay per hour?

As of Sep 5, 2026, the average hourly pay for operations administrative assistant in Rutherford, NJ is $23.78, according to ZipRecruiter salary data. Most workers in this role earn between $18.61 and $25.72 per hour, depending on experience, location, and employer.

What is an operations administrative assistant?

Operations Administrative Assistants are professionals who support the daily functions of an organization’s operations team. They handle a variety of administrative tasks such as scheduling meetings, managing files, coordinating communication among departments, and assisting with reporting and data entry. Their role ensures that the operations department runs smoothly and efficiently, helping to resolve issues quickly and maintain productivity. These assistants often serve as a vital link between management, staff, and external partners.

What skills and qualifications are needed to be an operations administrative assistant?

To thrive as an Operations Administrative Assistant, you need strong organizational abilities, attention to detail, proficiency in office administration, and typically a high school diploma or associate degree. Familiarity with office software such as Microsoft Office Suite, scheduling tools, and basic database management systems is commonly required. Excellent time management, communication, and problem-solving skills help you efficiently support teams and handle multiple priorities. These skills ensure smooth daily operations, accurate record-keeping, and effective coordination within the organization.

What are common challenges faced by operations administrative assistants and how can they be addressed?

Operations Administrative Assistants often juggle multiple tasks such as scheduling, managing documentation, and supporting team communications, which can sometimes lead to competing priorities and tight deadlines. Staying organized and using effective time management strategies, like prioritizing urgent tasks and utilizing productivity software, can help alleviate these challenges. Additionally, clear communication with team members and supervisors is crucial for clarifying expectations and ensuring smooth operations. Regularly updating processes and seeking feedback can also contribute to continuous improvement in this role.

What is the difference between Operations Administrative Assistant vs Office Coordinator?

AspectOperations Administrative AssistantOffice Coordinator
Primary RoleSupports operational functions, manages administrative tasks related to business processesOversees daily office operations, manages administrative support for office environment
Required SkillsAdministrative skills, basic knowledge of operations, communicationOrganizational skills, multitasking, communication, customer service
Work EnvironmentCorporate offices, business settingsOffice settings, administrative departments
Common UsageUsed in industries with operational processes, logistics, or project supportUsed in general office environments, administrative support roles

The Operations Administrative Assistant and Office Coordinator roles share similarities in administrative skills and work environments. However, the Operations Administrative Assistant focuses more on supporting operational functions and processes, while the Office Coordinator manages overall office activities and administrative support. Both roles are essential for smooth business operations but serve slightly different functions within an organization.

What are popular job titles related to Operations Administrative Assistant jobs in Rutherford, NJ?

For Operations Administrative Assistant jobs in Rutherford, NJ, the most frequently searched job titles are:

What job categories do people searching Operations Administrative Assistant jobs in Rutherford, NJ look for?

The top searched job categories for Operations Administrative Assistant jobs in Rutherford, NJ are:

What cities near Rutherford, NJ are hiring for Operations Administrative Assistant jobs?

Cities near Rutherford, NJ with the most Operations Administrative Assistant job openings:

Operations Administrative Assistant jobs near you
Infographic showing various Operations Administrative Assistant job openings in Rutherford, NJ as of August 2026, with employment types broken down into 81% Full Time, 16% Part Time, 1% Temporary, and 2% Contract. Highlights an 94% Physical, 2% Hybrid, and 4% Remote job distribution, with an average salary of $49,471 per year, or $23.8 per hour.

Administrative Assistant

HEARTSHARE HUMAN SERVICES OF NEW YORK

Woodside, NY

$24/hr

Full-time

Medical, Dental, Vision, Life, Retirement, PTO

Posted 24 days ago

Key responsibilities

  • Manage and maintain department shared drives, electronic filing systems, and document repositories.

  • Maintain and update program attendance reports, vacancy reports, operational dashboards, and other departmental tracking tools.

  • Maintain participant files, ensure required documentation is current and properly organized, and support record reviews for compliance.

HeartShare Human Services of New York rating

5.3

Company rating: 5.3 out of 10

Based on 10 frontline employees who took The Breakroom Quiz

Job description

The Administrative Assistant provides administrative and clerical support to the Day Services Department. This position is responsible for maintaining records, managing departmental reporting and tracking systems, supporting participant documentation, coordinating communications, and assisting with operational projects and daily administrative functions. The Administrative Assistant helps ensure efficient operations, data accuracy, organization, and compliance across departmental programs.

Essential Functions and Primary Responsibilities of Position: 

  • Administrative Operations

  • Manage and maintain department shared drives, electronic filing systems, and document repositories. 
  • Develop and maintain organized systems for document storage, retrieval, and version control. 

  • Operational Reporting & Data Management

  • Maintain and update program attendance reports, vacancy reports, operational dashboards, and other departmental tracking tools. 
  • Maintain departmental census, utilization, attendance, and vacancy tracking systems. 
  • Maintain oversight reports related to admissions, enrollment, and vacancies. 
  • Assist with enrollment and referral tracking reports. 
  • Support department-wide reporting and dashboard development. 
  • Generate recurring operational reports for leadership review. 
  • Monitor data accuracy and follow up on missing or incomplete information.
  • Ensure required program documents are uploaded and maintained in designated locations. 
  • Maintain administrative records in accordance with agency standards. 
  • Assist with data collection and report preparation for leadership and external stakeholders. 

Community Participant Records & Documentation

  • Maintain participant files and ensure required documentation is current and properly organized.
  • Upload and maintain participant records in PrecisionCare and other agency systems.
  • Track and monitor Life Plans, LCEDs, consent forms, authorizations, and other required documentation.
  • Maintain document tracking logs and notify supervisors of upcoming due dates or missing documentation.
  • Assist with record reviews and file organization to support compliance and audit readiness.

Project & Department Coordination

  • Assist with implementation of departmental initiatives and special projects. 
  • Support implementation of department-wide initiatives, system improvements, and operational projects. 
  • Coordinate administrative aspects of interdepartmental projects and special initiatives. 
  • Track project deadlines and deliverables. 
  • Coordinate department-wide communications and information distribution. 
  • Support program leadership with administrative and operational needs. 
  • Support implementation of department-wide initiatives, system improvements, and operational projects.
  • Coordinate administrative aspects of interdepartmental projects and special initiatives.
  • Maintain oversight reports related to admissions, enrollment, and vacancies.

Communication & Customer Service

  • Serve as an administrative liaison between program sites and central office departments. 
  • Respond to routine inquiries and requests for information. 
  • Support communication with internal and external stakeholders. 
  • High School diploma or GED.
  • Minimum of three (3) years of administrative, operational support, data management, or office coordination experience. 
  • Experience supporting multiple programs, departments, or sites preferred. 
  • Experience in a nonprofit, healthcare, education, OPWDD, or human services environment preferred
  • Organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously. 
  • Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, Teams, and SharePoint. 
  • Experience maintaining databases, dashboards, tracking systems, and electronic filing systems. 
  • Strong data entry, reporting, and record management skills with a high level of accuracy and attention to detail. 
  • Ability to analyze information, identify discrepancies, and follow up on missing or incomplete data. 
  • Excellent written, verbal, and interpersonal communication skills. 
  • Strong customer service skills and ability to work effectively with internal and external stakeholders. 
  • Ability to maintain confidentiality and handle sensitive information with discretion. 
  • Strong problem-solving, time management, and project coordination skills. 
  • Ability to work independently while managing competing priorities in a fast-paced environment.

Benefits

What we offer once YOU join our growing family:

At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

  • Rewarding Work in a team environment.
  • Paid vacation, sick, personal days, and holidays.
  • 403(B) retirement plans with employer contribution.
  • Health, dental, vision and life insurance.
  • Employee Assistance Program (EAP).
  • Flexible spending account (Dependent Care, Medical, Parking, and Transit).
  • Employee Appreciation Programs and Events.
  • Tuition Assistance Program.
  • Professional Development opportunities.
  • Gympass Discount
  • Verizon Wireless Discount.
  • BJs Membership discount.
  • Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

Heartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook

What HeartShare Human Services of New York employees say

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