As artificial intelligence continues to reshape industries, higher education institutions are increasingly exploring its potential on the administrative front. From streamlining processes to enhancing student support, AI offers opportunities for universities to optimize operations and foster innovation. However, experts insist that the path to adoption requires thoughtful planning and an eye toward ethical considerations.
Building a Foundation for AI Integration
What does it take to embed AI fully into university operations?
At Old Dominion University, Dr. Chrysoula Malogianni, associate vice president for digital innovation, has spearheaded initiatives that have centralized AI’s role across the institution.
“We viewed AI as a tool for both productivity and efficiency,” she explained. “Our AI-driven suite, Monarch Mind, integrated tools that assisted with advising, tutoring and administrative support. Think of it as a personalized agent capable of enhancing operations across departments.”
Monarch Mind has served as a comprehensive AI solution, offering predictive analytics and process automation, analyzing student data to identify areas for improvement and generating actionable insights for advisors.
“Our goal was to use high-tech tools to support high-touch interactions, ensuring advisors could focus on meaningful connections with students while AI handled repetitive tasks,” Malogianni said.
Supporting Workforce Training
As AI adoption has gained momentum, training faculty, staff and students has become essential to ensure its successful implementation. At ODU, efforts have included workshops, symposia and ongoing training modules.
“We launched an AI symposium last year, followed by training tailored for faculty and staff,” said Malogianni. These sessions focused on AI literacy, ethical considerations, and practical applications, ensuring a campus-wide understanding of the technology.
Similarly, Stony Brook University’s Center for Excellence in Learning and Teaching (CELT) took the lead in AI training. According to Carl Lejuez, executive vice president and provost, “Since spring 2023, CELT hosted 31 workshops and panels, attracting nearly 1,400 participants.” These initiatives aimed to demystify AI and promote its responsible use in academic and administrative settings.
Addressing Ethical and Privacy Concerns
While AI offers transformative potential, institutions cannot ignore ethical and privacy concerns. At ODU, a rigorous internal review process has ensured AI adoption aligns with institutional values.
“Every technology we implemented, including AI, underwent thorough scrutiny for security, compliance and ethical considerations,” Malogianni explained. This included collaboration with state task forces and adherence to federal regulations.
At Stony Brook, a dedicated AI Coordination and Communication working group ensured that ethical considerations were woven into every AI initiative.
“Broad representation from various campus departments allowed us to address privacy concerns comprehensively,” said Lejuez.
By emphasizing ethical oversight, both universities modeled how AI adoption can prioritize trust and transparency while delivering innovation.
Challenges and Opportunities in Adoption
Implementing AI at scale has presented unique challenges. Resource disparities between large research universities and smaller institutions have often dictated the pace of adoption.
“Institutions with ample resources tend to be ahead in AI integration,” said Huron Consulting Group’s Geof Corb. “However, even resource-constrained schools could benefit by aligning AI tools with specific institutional needs.”
Malogianni advises universities to approach AI adoption strategically: “Don’t implement AI just for the sake of it. Ask whether AI is the most appropriate tool for your needs.”
Collaborative efforts, like Stony Brook’s participation in a SUNY initiative to develop a proprietary large language model for shared use, demonstrate how partnerships can democratize access to cutting-edge tools.
AI’s Practical Applications on Campus
What does AI look like in action? At ODU, AI tools enhanced operations in digital marketing, administrative tasks and media production.
“Rich media content creation was one example where AI has enhanced both academic and administrative functions,” said Malogianni.
Stony Brook’s IT department piloted tools like Google’s Gemini and Microsoft’s Co-Pilot to streamline workflows. These innovations automated repetitive tasks such as invoicing in procurement, freeing up staff to focus on more complex responsibilities.
“From automating invoicing in procurement to improving cybersecurity responses, AI became an integral part of our operations,” Lejuez noted.
AI also played a vital role in predictive analytics and student support. At ODU, advisors used AI-driven systems to identify early warning signs for at-risk students, ensuring timely interventions. Similarly, marketing departments leveraged AI to target prospective students more effectively, using data-driven strategies to enhance recruitment campaigns.
AI’s Expanding Role in Higher Ed Administration
At ODU, Malogianni envisions AI removing traditional roadblocks in education, allowing faculty to focus on facilitating higher-order learning.
“By handling lower-level cognitive tasks, AI enables deeper knowledge acquisition and innovative teaching methods,” she explained.
Meanwhile, Corb predicted rapid developments in agentic AI, which promised to deliver highly personalized assistants for students and staff alike, further transforming campus operations.
Even further ahead, institutions like Stony Brook are pushing the boundaries of AI through projects such as NeuroAI, which combines AI with brain research.
“These kinds of initiatives demonstrate AI’s potential to revolutionize not just individual processes but entire fields of study,” said Lejuez.
