Unit Administrator Duty Descriptions

Unit Administrator

The Unit Administrator serves as the primary administrator responsible for carrying out a diverse range of duties to support the Commander in achieving the overall functions of the unit. Acting on behalf of the Commander, the Unit Administrator exercises command functions, while also assisting in establishing goals, objectives, and priorities for the unit’s organizational functions. They provide guidance and supervision to full-time support personnel, ensuring efficient allocation of tasks, and conducting thorough reviews of work conducted by subordinate unit sections and personnel.

As the principal administrator, my role encompasses a diverse range of technical, analytical, advisory, liaison, and coordinating duties. These duties are crucial for supporting the Unit Commander and First Sergeant in fulfilling the overall functions of the unit. I represent the Commander in accomplishing goals, setting priorities, and overseeing the organizational functions. This involves planning, prioritizing, and delegating work to subordinate unit sections and personnel. Additionally, I identify and recommend changes to administrative policies and procedures to resolve problems. I am responsible for preparing various reports, managing unit and individual training, overseeing personnel, finance, and automated systems activities. Furthermore, I handle record management duties, research and resolve pay problems, and coordinate the unit’s participation in public events. I also serve as the point of contact for recruitment and retention and fulfill the role of Family Coordinator for the unit.


Under general supervision from the Unit Commander or Supervisory Staff Administrator, I receive guidance regarding overall policies, goals, and objectives. However, I independently plan and execute my work, which is crucial for accomplishing the unit’s mission efficiently. I exercise judgment in resolving problems and ensure completion of assigned tasks. As the central point of contact, I provide authoritative explanations, resolve operational issues, and establish necessary contacts. Although my work is generally accepted as technically accurate, it may undergo review to assess its achievement, consistency, conformance with policies, and alignment with mission requirements.


  1. As the principal administrator, I support the Unit Commander in accomplishing the unit’s overall functions. Acting as the day-to-day administrator, I carry out the Commander’s duties and represent them by establishing goals, setting priorities, and overseeing organizational functions. I direct the work of full-time support personnel, establish priorities, and review the work of subordinate unit sections and personnel. I analyze incoming directives, policies, and instructions to advise the Commander on their impact on unit functions. I research, analyze, and develop standard operating procedures to cover various activities within the unit. Additionally, I monitor unit preparation for inspections, staff visits, and similar events. Managing the unit’s publications program, I ensure timely requests for publications, proper posting, and distribution of documents. I also maintain liaison with higher headquarters, clarifying command issues and explaining command views. Moreover, I identify and recommend changes to administrative policies and procedures, prepare reports, and assist the Commander in budget proposals. (Approximately 30% of the role)
  2. I oversee unit and individual training, interpret training directives and guidance, and assist the Commander in establishing training goals and objectives. I recommend changes to the unit’s training program, schedules, and plans. I provide counseling and advice to unit personnel regarding required training for career progression. When necessary, I provide hands-on training in unit functional areas. I arrange for the acquisition of training aids and materials and coordinate support from local installations or training sites. I may also coordinate Overseas Deployment Training (ODT) and use automated systems to request training allocations and monitor their status. Additionally, I advise the Commander on mobilization issues, provide technical guidance to the unit mobilization officer, and assist in reviewing mobilization files. I ensure compliance with safety and physical security policies and procedures. (Approximately 15%)
  3. I manage personnel, finance, and automated systems activities. This involves providing technical review of completed personnel actions such as reenlistments, separations, discharges, transfers, and requests for MOS changes. I also handle security clearances, retirements, promotions, awards, efficiency reports, unit training, attendance, and disciplinary actions. Record management is a crucial aspect of my responsibilities, including establishing, maintaining, consolidating, and purging personnel, finance, individual mobilization, and medical records. I ensure compliance with regulatory requirements and policies and determine the disposition of records. Additionally, I schedule individuals for HIV testing, inoculation, physical examinations, and dental x-rays and ensure proper documentation of results. As the point of contact for the Unit Family Support Program, I review personnel and financial management reports and resolve pay problems. I utilize automated systems to accomplish personnel actions and process various pay actions. I also maintain automated personnel and finance systems for accurate data submission. (Approximately 25%)
  4. Managing the unit supply program is another key responsibility. I ensure accurate accounting and reporting systems for supply-related documents, including the unit property book, document registers, and supporting document files. I oversee supply-related duties such as conducting inventories, requisitioning supplies and equipment, preparing relief from responsibility documents, preparing reports of survey, and handling the receipt and turn-in of supply items. I also ensure that logistical support requests for training are submitted, including subsistence for unit training assemblies. I may assist in overseeing the Unit Food Service Program. Managing the unit maintenance program is part of my role, ensuring timely submission of work orders, preventive maintenance, proper dispatch of vehicles, availability of repair parts, and accurate maintenance-related document maintenance. I monitor fuel credit card accountability, identify abuse, and recommend appropriate actions. In some cases, I may operate a lightweight vehicle to fulfill these duties. (Approximately 15%)
  5. I represent the Unit Commander in public and community affairs, providing guidance on the utilization of unit resources and personnel. I coordinate unit participation in public events, representing the Commander on planning boards and meetings related to unit involvement in projects. When the unit is involved in events, I coordinate with relevant officials, such as labor unions and local government representatives, to address unit responsibilities. (Approximately 5%)
  6. I serve as the primary point of contact for recruitment and retention within the unit. This includes conducting interviews, counseling prospective reservists and reenlistees, and explaining the benefits of joining or reenlisting. I maintain liaison with local Army recruiting personnel and monitor unit strength to assist the Commander in achieving end-strength objectives and retention goals. (Approximately 5%)
  7. As the Facility Coordinator for the USAR Center, I act as the liaison between tenant units and the Facility Management Specialist. I perform limited facility duties, such as reporting routine or emergency maintenance problems to the Facility Management Specialist based on observations or tenant unit reports. I also report non-compliance with facility plans and programs, ensure the security of building entrances, and coordinate community requests to use the facility. Additionally, I may be responsible for facility property as the principal hand receipt holder. (Approximately 5%)
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