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Artificial Intelligence (AI) is revolutionizing the way we work, enhancing efficiency, and transforming operations across industries. Universities, research institutions, hospitals, and funding organizations are actively exploring how AI can streamline administrative processes, optimize resource allocation, and allow more time for strategic planning and faculty support. This symposium will explore how AI is reshaping the research award lifecycle, from proposal development to post-award management. As institutions increasingly adopt AI tools, critical questions around governance, strategy, and ethics continue to emerge. Join us for an engaging discussion on AI’s evolving role in research management, featuring real-world applications, best practices, governance insights, and mythbusting - separating AI fact from fiction.
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8:00am - 4:45pm - Registration and Information Desk
8:00am - 4:00pm - Exhibits
8:00 - 9:00am - Morning Refreshments
9:00 - 10:30am - Opening Keynote
10:30 - 11:00am - Refreshment Break
11:00am - 12:15pm - Breakout Sessions
12:15 - 1:15pm - Lunch
1:15 - 2:30pm - Breakout Sessions
2:30 - 2:45pm - Refreshment Break
2:45 - 3:45pm - Breakout Sessions
3:45 - 4:00pm - Refreshment Break
4:00 - 4:45pm - Closing Panel
Presenter: Neil Johnson, The George Washington University
Abstract: Our trust in AI is undermined by the fact that there is no science that predicts -- or that can explain to the public -- when an LLM's output (e.g. ChatGPT) is likely to tip mid-response to become wrong, misleading, irrelevant or dangerous. With bad things already being blamed on LLMs, this uncertainty is even pushing people to treat their 'pet' LLM more politely to 'dissuade' it (or its future Artificial General Intelligence offspring) from suddenly turning on them. In this talk, I take you on a journey to the frontier of what we know about how AI works ‘under the hood’. I will show how it can be ‘explained’ using a (little) bit of basic high school math — and why just this level of understanding is enough to provide a firm platform for discussing AI's broader uses and risks in university/legal/compliance/research settings. And we will find out the answer to: "Should I be polite to my LLM?", and what happens if you are not.
Presenters: Dan Harmon, University of Illinois Urbana Champaign, Ayham Boucher, Cornell University and Melissa Waver, University of California
As artificial intelligence increasingly shapes higher education, robust governance structures are essential for responsible, ethical, and effective implementation. This panel discussion features experts from two prominent institutions—Ayham Boucher from Cornell and Melissa Waver from the University of California, Office of the President—sharing practical insights on establishing and sustaining effective AI governance committees, without stifling innovation . Moderated by Dan Harmon from the University of Illinois, the conversation will explore committee frameworks, stakeholder engagement strategies, policy development, risk mitigation, and operational best practices. Attendees will learn from firsthand experiences, discovering how well-designed AI governance can support innovation while safeguarding institutional values and compliance requirements.
Learning Objectives: 1. Understand key components and best practices in creating effective AI governance committees within higher education institutions. 2. Learn successful strategies for stakeholder engagement, collaboration, and communication within AI governance frameworks. 3. Identify common challenges and actionable solutions from real-world case studies of AI governance at large universities.
Presenter: Jeff Warner, University of California, Irvine
This presentation will explore the transformative impact of artificial intelligence (AI) on research administration workflows. By integrating AI solutions, research administration can become more efficient and responsive. The session will cover the following key points: 1. AI for Communications: · Utilizing AI-powered tools to streamline and enhance internal and external communications. · Automating routine email responses and managing communication workflows to ensure timely and consistent messaging. 2. Termination Letters: · Leveraging AI to draft and review termination letters, ensuring compliance with institutional policies and legal requirements. · Using AI to analyze past termination cases to identify patterns and improve decision-making processes. 3. Appeal Letters: · Employing AI to assist in drafting appeal letters by providing relevant data and precedents. · Enhancing the review process of appeal letters through AI-driven sentiment analysis and content evaluation. 4. Rationale for Agreement Negotiations: · Using AI to analyze historical data and provide rationale for agreement negotiations. · AI tools can help identify key negotiation points and suggest optimal terms based on past successful agreements. 5. Developing Training Content: · Expediting the creation of personalized and adaptive training content for staff using AI. · AI can help identify knowledge gaps and tailor training programs to meet individual needs. 6. Drafting Executive Briefings for Meetings: · AI can assist in drafting executive briefings by summarizing key points from meetings and relevant documents. · Ensuring that briefings are comprehensive and highlight critical information for decision-makers. 7. Workload Analysis and Key Performance Indicators (KPIs): · Implementing AI to analyze workload distribution and identify bottlenecks in research administration processes. · Using AI to track and report on KPIs, providing insights into performance and areas for improvement. By integrating these AI solutions, research administration can achieve greater efficiency, accuracy, and effectiveness in managing daily workflows. This presentation will provide practical examples and case studies to illustrate the benefits and implementation strategies of AI in research administration.
Learning Objectives: 1. Understand the Role of AI in Enhancing Communication: · Participants will learn how AI-powered tools can streamline and improve internal and external communications within research administration workflows. 2. Utilize AI for Document Drafting and Review: · Attendees will gain insights into how AI can assist in drafting and reviewing termination letters, appeal letters, agreement modifications, and executive briefings, ensuring compliance and enhancing decision-making processes. 3. Implement AI for Training and Performance Analysis: · Learners will explore how AI can be used to develop personalized training content and analyze workload distribution and key performance indicators (KPIs) to identify areas for improvement. 4. Leverage AI for Agreement Negotiations: · Participants will understand how AI can provide data-driven rationale for agreement negotiations, helping to identify key negotiation points and suggest optimal terms based on historical data.
Presenter: Eric Martinez, University of Texas Rio Grande Valley and Thomas Spencer, University of Texas Rio Grande Valley
As AI tools like ChatGPT become increasingly integrated into academic workflows, understanding how to effectively communicate with them is essential—especially for research administrators tasked with managing complex processes, generating documentation, and supporting faculty. This session introduces the concept of prompt engineering: the strategic crafting of inputs to get accurate, efficient, and relevant outputs from AI systems. Attendees will learn practical techniques for using AI to streamline proposal development, simplify compliance communications, generate summaries, and support policy interpretation. Through real-world examples and hands-on exercises tailored to the higher education context, participants will gain insights into designing prompts that maximize productivity, accuracy, and alignment with institutional goals. No technical background required—just curiosity and a desire to harness AI as a collaborative partner in research administration.
Presenters: Sylvia Bradshaw, Southern Utah University, Sara Martonick, University of Idaho and Barrie Robison, University of Idaho
This panel intends to explore the strategic implementation of artificial intelligence technologies in research administration at the institutional level. Moving beyond individual productivity tools like ChatGPT or Claude, participants will learn about a comprehensive framework for developing secure, accurate, and scalable AI solutions that integrate with existing institutional systems. Drawing from implemented case studies at the University of Idaho and SUU, the panel will focus on how properly implemented AI can dramatically reduce processing times for routine tasks while maintaining compliance and security standards. Participants will gain practical insights into four critical concepts for organizational AI (Accuracy, Reproducibility, Security, and Flexibility) and explore implementation roadmaps suitable for various institutional contexts.
Learning Objectives: 1. Differentiate between individual AI tool usage and institutional AI implementation, identifying the limitations of commercial AI tools for research administration workflows and understanding the "jagged technological frontier" concept as it applies to administrative tasks. 2. Apply a conceptual framework based on Accuracy, Reproducibility, Security, and Flexibility to evaluate and plan AI implementations that align with institutional policies, ensure data security, and deliver consistent, reliable results across the organization. 3. Analyze real-world case studies that demonstrate significant efficiency gains (e.g., reducing 20-minute tasks to 20 seconds) and develop preliminary implementation roadmaps for their own institutions, including infrastructure considerations, staffing needs, and ROI metrics.
Presenters: Lisa Greening, The University of Texas at Arlington and Karen Hartman, Mayo Clinic
Join us for the session titled “Brought to You by AI: Elevating Research Administration,” where we will explore the role of artificial intelligence in research administration. This session will provide an overview of AI applications in this field and share practical examples of AI tools that are enhancing administrative processes and regulatory oversight. We will discuss strategies to reduce administrative burdens through AI and automation, making daily tasks more efficient. Additionally, we will evaluate the broader impacts of AI adoption, including cost, regulatory considerations, and staffing implications. This session aims to equip attendees with a clear understanding of how AI can be integrated into research administration to improve overall effectiveness.
Learning Objectives: ·Provide an overview of AI in Research Administration ·Share practical examples of AI tools revolutionizing research administration and regulatory oversight ·Describe strategies to reduce administrative burdens utilizing AI and automation ·Evaluate the broader impact of AI Adoption, including cost, regulatory impacts, and staffing implications
Presenter: Kevin Crouse, University of Texas Rio Grande Valley
As artificial intelligence reshapes the research landscape, understanding how to navigate emerging policies and practical challenges is essential for today’s research administrators. This session will explore the evolving regulatory environment surrounding AI in academia, address ethical considerations, and offer practical strategies for supporting AI-driven research at your institution. Designed for early-career professionals, the discussion will provide actionable insights on balancing innovation with compliance, fostering responsible AI use, and anticipating future developments in AI policy.
Presenter: Xinyan West, University of Michigan
The rapid development of Artificial Intelligence (AI) is transforming industries across the globe, and Research Administration is no exception. Faced with a shrinking workforce, increasing workload complexity, and heightened competition for external funding, Research Administrators must adapt to meet evolving demands. This session will explore how AI can support the research administration lifecycle—from identifying funding opportunities to preparing applications, ensuring compliance, and adhering to sponsor requirements. We will provide an overview of publicly available AI tools, demonstrate practical applications, and share real-world examples. Participants will learn how to integrate these tools to streamline administrative processes, enhance efficiency, and strengthen individual and team performance. We will also address the limitations of AI and discuss emerging regulatory considerations relevant to its use in research administration.
Learning Objectives: 1. Identify key challenges in Research Administration that AI tools can help address, including workforce constraints, administrative complexity, and compliance requirements. 2. Explore publicly available AI tools and evaluate their potential to support various phases of the research administration lifecycle. 3. Demonstrate practical applications of AI to enhance efficiency, accuracy, and effectiveness in administrative workflows. 4. Assess the limitations and risks associated with AI implementation, including ethical and regulatory considerations. 5. Develop strategies to leverage AI for professional growth and to strengthen collaboration within high-performing research administration teams.
Presenters: Yuemin Li, University at Albany, SUNY and Tianning Huang, University at Albany, SUNY
Join this informative session, "AI Chatbots for Smarter Funding, Collaboration, and Research Administrative Support," highlighting how AI-driven tools like GrantsMate at University at Albany streamline funding identification, foster research collaboration, and support administrative tasks. We will share insights from GrantsMate's implementation, discussing advanced AI techniques including topic modeling and Llama 3, to match researchers and students with funding opportunities aligned with their interests and track records. We'll cover the integration of data from Scopus, OpenAlex, and internal databases to optimize these recommendations. Additionally, the session will explore practical features such as collaborator recommendations and a Q&A chatbot tailored to research administration processes. Discussion will include lessons learned, emphasizing user-centered design and infrastructure considerations critical for stable AI integration in academic settings. Participants will gain practical insights and best practices for deploying AI chatbot solutions effectively within research institutions.
Presenters: Jan Chmelik, Czech Republic Embassy in Washington, D.C., Joey Gaynor (moderator), Trinity College Dublin, Hanne Monclair, Norwegian Embassy in Washington D.C., Mari Olafson Lundemo, University of Helsinki.
AI is transforming research ecosystems around the world—but the pace, priorities, and policies vary significantly across countries and regions. This session offers research administrators a global perspective on how AI is being adopted and regulated in higher education and research environments internationally. Panelists representing diverse institutional and national contexts will share insights on how AI is influencing funding strategies, research collaboration, compliance frameworks, and administrative operations across borders. The session will explore topics such as ethical and legal considerations, global partnerships, and the role of AI in advancing equity and innovation in research administration. Attendees will gain a broader understanding of the international AI landscape, practical ideas for cross-border collaboration, and strategies to align their institution’s AI initiatives with emerging global norms and opportunities.
Presenter: Nancy Lewis, University of California, Lori Ann Schultz, Colorado State University and Thomas Spencer, University of Texas Rio Grande Valley
In a field flooded with buzzwords and bold promises, how can research administrators cut through the noise and make informed decisions about AI? This engaging closing panel brings together experts from academia, technology, and research administration to tackle the most common myths and misconceptions about AI in higher education. From fears of job displacement to unrealistic expectations of automation, panelists will candidly discuss what AI can—and can’t—do in the context of research administration. They'll examine issues like data privacy, bias, transparency, and scalability, offering grounded insights that help attendees move from skepticism or hype toward strategic, informed adoption. This session will leave participants with a clearer, more confident understanding of how to navigate AI integration at their institutions—grounded in facts, not fiction.
Where is the best research funding hiding? Before you miss another opportunity, get a firsthand look at FundFit 2.0 - the AI-powered platform helping institutions and PIs uncover millions in untapped funding from foundations, corporate, and private sources, not just Federal and State. With AI, FundFit 2.0 goes way beyond basic search. It learns from CVs and publicly available data to deliver personalized, curated matches aligned to your research funding goals. With built-in alerts via Slack, Teams, and mobile, you’ll never miss an opportunity again. What This Session Covers:
Join us for a demonstration of our AI-driven award setup tool, designed to streamline and modernize a key step in award management. Award setup often requires reading through dense, variable sponsor documents and translating them into structured data—especially challenging in cloud-based systems where users must select from or determine dozens of fields. This demonstration showcases how AI can assist research administrators by extracting key information and reducing manual effort, creating a faster and more accurate award setup process.
Discover how Amazon Web Services (AWS) is working with Higher Education customers to revolutionize sponsored research administration through AI and automation. Experience the art of the possible with a live demonstration of capabilities and learn strategies to progress from targeted use cases to a comprehensive, AI-powered ecosystem. Whether you're looking to optimize specific processes or envision a complete digital transformation, this session will provide actionable approaches to leverage AWS tools and services from ‘pre-pre-award’ to ‘post-closeout.’
As AI systems increasingly handle sensitive data-from enterprise IP to personal health records-the risks of leakage, misuse, or exposure are growing just as fast as the models themselves. In this talk, we dive into the critical role of Confidential Compute in securing both Small and Large Language Models (LLMs). You'll discover how hardware-based trusted execution environments (TEEs) are enabling privacy-preserving AI, real-time inference on protected datasets, and new levels of trust in generative systems. Whether you’re an enterprise architect, data scientist, or security leader, this session will challenge assumptions and offer a clear-eyed look at the future of secure AI infrastructure. Spoiler: If your AI isn't running confidentially, your data might not be either.
This session will explore the practical and strategic considerations of incorporating AI tools into clinical research, including key attributes of an AI readiness program and best practices for contracting.
Discover how AI is transforming research administration in this interactive session led by Kuali. We’ll showcase how Kuali Research is integrating AI to streamline tasks like proposal preparation, compliance review, and policy summarization. Through a live demonstration, you’ll see how AI-enhanced workflows simplify complexity, improve efficiency, and support better decision-making. You’ll also learn the art of effective prompting — how to ask the right questions, structure requests, and avoid common AI pitfalls — empowering you to work smarter with any AI tool, regardless of technical background. Perfect for research administrators, grant coordinators, and compliance teams eager to adopt practical AI strategies into their daily routines.