The rapid integration of artificial intelligence (AI) and other leading-edge technologies into research administration is a hot topic at institutions across the globe. As regulators, researchers, and administrators struggle with how to responsibly integrate technology into their workflows, it can feel like the technology is changing more quickly than we can adapt to it.
This changing landscape of tech was the focus of a webinar during our Connect 2023 conference. Traci Gregorski, Cayuse’s VP of Marketing, moderated a session that included Christine Johnson (Associate VP at Oklahoma State University), Shannon Pipes (Senior Associate University Council at the University of Louisville), and Marshall Reed (Manager of Information Systems at UCLA).
In this article, we’ll summarize their conversation about transformative shifts in the industry, influenced by the rise and rapid development of digital tools such as AI.
From basement archives to the digital cloud
The technological transformation of research administration has been dramatic over the past few decades. Christine remembers when the search for funding opportunities involved sifting through library archives—a stark contrast to today’s sleek digital searches. These manual search methods, often nestled in the basements of academic buildings, have since been replaced by sophisticated cloud-based platforms. The leap from analog to digital has put a literal world of information at researchers’ fingertips.
This shift has not only optimized processes but has also addressed the growing scarcity of human resources in higher education—a challenge exacerbated by the COVID-19 pandemic and subsequent ‘Great Resignation.’ Job postings that once attracted hundreds of applicants now often see a mere handful, highlighting the value of technology like AI, which can help streamline operations when staffing resources dwindle. User-friendly technology can also help attract and retain a next-generation workforce that has grown up in the digital age and expects leading-edge tools in their professional environment.
Our panelists agreed that a silver lining of the pandemic has been the undeniable progress it has forced upon research institutions. Processes that once required reams of paper and physical signatures have rapidly evolved to embrace digital authorizations and cloud-based communications.
Frictionless communication and collaboration
Technology has not only improved our ways of working; it has redefined communication and collaboration as well. We now rely on cloud platforms for sharing information, both within institutions and between them. The use of platforms like Zoom for meetings, even when participants are physically on campus, is further evidence of how convenience and efficiency have become the new normal.
Instant messaging and chat functions have also made communication more immediate, removing friction from collaborative efforts. We no longer have to send an email that someone will later need to dig out and find; a simple, quick chat will often do. Modern research administration is as much about effective communication as it is about managing grants and research projects.
Post-pandemic transformations made possible by tech
The post-pandemic pivot to remote or hybrid working arrangements has made frictionless online collaboration even more important in recent years. This shift required the deployment of laptops, cameras, and robust network security to keep teams connected and data secure, and ultimately led to a much-needed modernization of processes and systems.
Another significant change came in the form of document handling. Before the pandemic, manual routing of proposals and award documents was still commonplace, often requiring a physical handoff. Restrictions on in-person interactions necessitated the adoption of digital tools like Adobe PDF files and DocuSign, which uncovered inefficiencies in tracking and transparency.
“During the pandemic, we quickly learned it is incredibly time-consuming and labor-intensive to track a document by email. So even though we went to that as a stop-gap measure, it became incredibly imperative to stop. We had to do something else,” Christine shared. That “something else” was Cayuse Sponsored Projects, which provides clear visibility into document status and fosters accountability.
Predicting the future of AI in research administration
AI shows a great deal of promise in streamlining general data entry tasks, assisting in data mining to uncover research opportunities, and facilitating award management. However, these benefits come with a number of concerns, namely the ethical use of AI in academia. Tools like chatbots and AI writing assistants raise questions about authorship and authenticity that research institutions continue to grapple with.
Security concerns are also paramount; Marshall pointed out that the rapid deployment of new technologies has outpaced the establishment of careful governance and control measures. The panel’s discussions focused on the importance of applying AI mindfully, particularly in sectors where human intuition and judgment are irreplaceable. While AI can predict trend data in areas like animal facility management, the panel advised caution in scenarios that require more nuanced human oversight.
AI tools could also revolutionize the grant application process, rendering it more efficient and less subjective by comparing proposals against successful past submissions. Christine sees a future where AI might offer actionable feedback to improve the chances of securing funding—a potential game-changer for researchers navigating the complexity of grant applications. Marshall also mentioned AI’s ability to bridge the gap for those with limited programming skills, performing tasks like coding in Python to democratize technical knowledge and extend careers.
As AI evolves, so too will the strategies and frameworks from which it operates. Traci noted that AI is a tool—one whose impact is determined by human use. AI’s integration into our lives is inevitable and multifaceted, but it also underscores a need for adaptive governance to ensure that its deployment serves the greater good, accelerating progress while safeguarding ethical standards.
Conclusion
Technology and AI are increasingly integral partners in advancing the mission of research institutions. As cumbersome manual processes are replaced by streamlined digital operations, research institutions are finding that adaptation is essential for progress.
As the industry continues to navigate the challenges and opportunities ahead, we hope that AI-powered tools will be used responsibly to support and promote the critical work of researchers and administrators.
