Responsible AI + Data Tools for RA

Curious how artificial intelligence can help streamline your day-to-day as a research administrator? This interactive session will showcase practical applications of AI tools to support core activities like drafting emails, reviewing contracts, and summarizing documents. We’ll walk through real-world examples using tools like ChatGPT and other generative AI platforms to automate and enhance efficiency without sacrificing quality or compliance. Whether you're preparing communications for faculty, navigating dense agreement language, or sorting through pages of policy, AI can be a game-changer. We'll cover strategies for prompting effectively, ensuring accuracy, and maintaining professional tone—and we’ll also discuss limitations, ethical considerations, and data security concerns. Join us for a hands-on look at how AI can be your new favorite teammate in the evolving research administration landscape.

Content Level: Basic 

Learning Objectives:

1.  Explore how AI tools can assist with common research administration tasks.
2. Learn prompt strategies to get accurate, context-aware outputs Identify risks, limitations, and compliance considerations.

Speaker(s): Anita Mills, Ed.D, MA, CRA, Founder, Ignita Consulting; Ailing Zhang, Sr. Grants Manager, Morgan State University; Poline Mirithu, Grants and Contracts Manager, Morgan State University

Research administrators are increasingly expected to support complex policy and compliance environments with limited resources. This session explores how free and open-source AI tools can be used to support the development of policies, procedures, best practices, and internal guidance. Emphasizing practical use cases, the presentation demonstrates how AI can function as a collaborative companion (not a replacement!) for the research administrator.

Content Level: Intermediate 

Learning Objectives:

1. Identify practical ways to use free, open-source AI tools to support the development of research administration policies, procedures, and best practices.
2.  Apply strategies for integrating AI as a collaborative tool while maintaining professional judgment, compliance awareness, and institutional accountability.

Speaker(s): Jeff Derr, Manager, Attain Partners

The increase in use of AI in clinical trials has demonstrated the need to rethinking CTA terms around data protection and privacy terms. I aim to delve deep into the basics of AI and how it impacts the Data concerns in clinical trial. Many institutions are currently hesitant to allow the data to be used for Machine learning and AI modelling, however with deeper understanding, the issues around data protection could be handled by balancing ethical/ responsible use of AI and advancement of research.  

Content Level: Intermediate

Learning Objectives:

1. Understand the impact of use of AI in clinical trials.
2. Understand the current data protection approached in clinical trial contracts.

Speaker(s): Vassupradha Rengarajan, Senior Contract Analyst, University of Arizona

Reviewing and accurately entering sponsor terms and conditions, along with deliverables and milestones, is among the most time-intensive and risk-sensitive aspects of award setup for post-award administrators. This session introduces practical ways AI can be used to assist in interpreting award documents and identifying these key fields needed for timely and accurate award setup. Participants will learn how structured, well-designed prompts can be used to extract relevant data elements, while maintaining space for appropriate judgment and oversight. The session will focus on prompt design, validation techniques, and documentation practices to ensure AI-generated outputs for terms & conditions and deliverables are accurate and aligned with institutional policy. By the end of the session, participants will understand where AI adds efficiency, where human review is essential, and how to safely integrate AI into award setup workflows.

Content Level: Intermediate 

Learning Objectives:

1.  Understand key principles of prompt design and validation techniques to capture Terms & Conditions and Deliverables using AI.
2. Understand common mistakes and errors by AI when identifying Terms & Conditions and Deliverables, that necessitate human review.

Speaker(s): Steven Wilke, Senior Analyst, Huron Consulting Group; Chris Steele, Senior Director, Huron Consulting Group

Preparing for a cloud transition requires more than moving data from one system to another; it depends on the quality, consistency, and readiness of the underlying data. This session takes a practical look at data cleanup and cloud preparation activities in research administration, including foundational data readiness work that supports successful conversions. Building on this groundwork, the session explores how AI can be utilized to assist with data cleanup and preparation, and where human review and governance remain essential. Attendees will learn about the cloud data conversion lifecycle, the importance of data validation, and how AI can be used to help bridge gaps in incomplete or inconsistent data. The session will also discuss the application of compliance-minded guardrails to ensure AI is used responsibly as part of a broader cloud preparation strategy.

Content Level: Intermediate

Learning Objectives:

1.  Understand the foundational steps involved in preparing data for a cloud transition in research administration.
2. Explore the role of AI in supporting data cleanup and preparation activities as part of a broader, governed cloud strategy.

Speaker(s): Christopher Crookston, Senior Associate, Huron Consulting Group; Mary Catherine "MC" Gaisbauer, Special Advisor, University of California, San Francisco College & University

Research administrators routinely manage complex operational workflows—intake processes, tracking requirements, compliance documentation, training records, and internal reporting—often relying on spreadsheets, shared drives, and email-based systems that are difficult to maintain, audit, or scale. While REDCap is widely known as a tool for research data collection, its potential as a secure, flexible platform for administrative and operational workflows is often underutilized.

This session introduces a practical, administrative-focused approach to using REDCap beyond traditional research studies. Participants will learn how to identify operational processes that are well-suited for REDCap, design simple and sustainable REDCap projects to support administrative workflows, and avoid common pitfalls that lead to overcomplicated builds. The session will focus on real-world use cases drawn from research administration contexts, emphasizing low-burden design, governance considerations, and scalability across teams.

Designed for research administrators at all career stages, this session equips participants with concrete strategies to replace ad hoc tracking systems with structured, auditable workflows that support efficiency, transparency, and accountability—without requiring advanced programming or technical expertise.

Content Level: Intermediate

Learning Objectives:

1. Identify administrative and operational workflows in research administration that are appropriate for implementation in REDCap.
2. Apply best practices for designing low-burden, scalable REDCap workflows that support tracking, documentation, and reporting.

Speaker(s): Holly Zink, Director, Career Development & Training Programs, University of Kansas

Given the fast pace of a research administrators' office, now is the time to use automation tools to optimize your efforts. In this session, Sandi Gregory (Boise State University) will demonstrate how to move beyond basic pivot tables and data reports, incorporating Excel formulas to pull data into a comprehensive and automated PI status report. This is a practical way to build formulas up front to save time later.

Content Level: Intermediate

Learning Objectives:

1. Reduce manual data entry and errors by optimizing data warehouse/system generated reports with Excel formulas.
2. Create a sustainable process for reporting cadence.

Speaker(s): Sandi Gregory, Business Operations Manager/Research Administrator, Boise State University