AI4RA Tip of the Week #13 – Artificial Intelligence for Research Administration

Come learn directly from the AI4RA team!
Want to learn more about how to incorporate AI safely and effectively into your sponsored programs office? Learn directly from AI4RA team members at the upcoming 2026 AI Symposium and Annual Meeting hosted by the National Council of University Research Administrators. We’d love to see you there!

2026 NCURA AI Symposium: July 31st New York, NY

Should I Really Trust AI? Navigating Risk, Responsibility, and Real-World Use in Research Administration

Presenters: Irma Roman, Streamlyne & Nathan Wiggins
Description: AI is already part of a modern research office, sometimes in invisible ways. It’s accelerating workflows, supporting decision-making, and helping teams do more with limited resources. But as adoption increases, so do critical questions:

How much should you trust AI?
What’s actually happening with your data?
Where are the real risks, and where are they overstated?

How are peer institutions using AI in ways that are both effective and responsible
Drawing on more than seven years of experience building AI specifically for research administration, we’ll provide a clear view into how responsible AI systems are designed, the safeguards that should be in place, and how to distinguish between tools built for institutional use and those that may introduce unnecessary risk. You’ll leave with a practical framework for evaluating AI solutions, guidance on engaging with AI tools in ways that improve outcomes without increasing exposure, and a stronger sense of how to lead A

Finding an Actionable On-Ramp for Implementing AI Solutions in Research Administration

Presenters: Parker Grimes, Nathan Layman, & Nathan Wiggins
Description: This session is an interactive workshop, designed to equip Research Administrators with actionable strategies for implementing AI tools at their own institution. Participants will gain hands-on experience testing free open-source tools developed by the AI4RA team that they can readily adapt and deploy themselves, along with an overview on configuring a cost-effective server to host local AI models. Recognizing the value and challenges of working with IT teams, the session will also offer insight into securing approval, building support, and navigating internal processes for AI initiatives. Whether participants are actively deploying AI solutions or are still trying to find the right on-ramp, this immersive learning experience is designed to provide value that meets research administrators where they are – emphasizing active participation and plenty of hands-on sandbox time to experiment with AI tools, server setups, and implementation approaches.

2026 NCURA Annual Meeting: August 1st – 4th New York, NY

Research Compliance at Smaller Institutions: Building Sustainable Systems with Limited Resources

Presenters: Jeffrey Ritchie, Sylvia Bradshaw, & Linnea Minnema
Description: Navigating complex regulatory requirements can be daunting for small institutions with lean administrative teams. This workshop offers practical, scalable strategies to build a robust research compliance program without overwhelming your staff or budget. Participants will learn how to prioritize core mandates and leverage shared resources to ensure institutional integrity and oversight.

Practical AI for Research Administration: Doing More with Less

Presenters: Istvan Fekete & Sylvia Bradshaw
Description: AI is reshaping every professional discipline – yet, in research administration, adoption has lagged due to compliance, data sensitivity, and resource limitations. This topic speaks to that tension: how to responsibly and practically use AI tools to streamline research administration and clinical processes, improve accuracy, and empower overworked staff.

Foundational AI Literacy for Research Administrators

Presenter: Nathan Layman
Description: This session introduces research administration professionals to foundational AI concepts, terminology, and practical applications in administrative workflows. Participants will build their AI literacy by gaining a clear understanding of how AI works, its capabilities, and its limitations. Through interactive exercises and discussions, attendees will learn to select appropriate AI models, break complex tasks into manageable components, and identify areas where AI and automation can add value. They will also learn techniques for designing high-quality prompts, evaluating AI outputs for accuracy and reliability, and applying advanced strategies such as iterative refinement. Building on these practical skills, the session will then explore ethical, transparency, and governance considerations, emphasizing that these skills are broadly applicable across different AI tools and platforms.

AI Security – What Research Administrators Need to Know to Make Informed Decisions

Presenters: Nathan Wiggins & Lucas Sheneman
Description: In a field governed by principles of responsibility and compliance, many research administrators remain uncertain about how secure artificial intelligence (AI) systems actually are – and whether using them puts their institution’s data at risk. This session provides clarity and simplicity about the way that data moves through AI systems, and what institutions can do to use AI responsibly AND protect institutional data simultaneously. By breaking down each step of the process in straightforward, practical terms, each participant will be prepared to make decisions from an informed standpoint regarding when and how AI can be used safely in their own specific institutional contexts.

Empowered Problem Solving – Using Artificial Intelligence to Build Innovative Tools

Presenters: Nathan Wiggins, Rochelle Hubbart, & Garrett Steed
Description: Artificial intelligence (AI) is transforming what research administrators can do with their data – without requiring a data science or programming background. These possibilities include automating repetitive tasks, assisting with data processing and analysis, building customized AI agents, interacting with other applications and services, and enhancing everyday workflows. In this hands-on workshop, participants will learn how existing problem-solving skills can unlock the full potential that AI has to offer and walk away with a working, deployable product that can be taken back to one’s own institution for demonstration.