The Role of Technology in Research Admin: Looking to the Future

Research administration is bogged down by outdated, manual processes. While other industries embrace innovation, universities and hospitals have lagged in tech solutions and hesitate to adopt third-party tech due to [valid?] financial data security concerns. But this caution comes at a cost: administrative inefficiency, reliance on clunky homegrown solutions, or expensive specialized software that still isn't quite hitting the mark. Every experienced research administrator knows these challenges all too well.

The Problem

Academic Research Units need tech that (and this is a tall order):

• Deploys quickly with minimal procurement and implementation headaches.
• Is affordable, avoiding massive upfront costs and annual fees.
• Doesn't contribute to an existing bloated tech stack.
• Works for research administrators, not just general finance teams.
• Adapts to changing regulatory and funding environments, allowing us to better deal with the many "it depends" situations we encounter in our work.

Additionally, we need to bring IT leaders on board with these tools. A reliable and accurate general ledger finance system is a federal requirement for receiving funds, but software that directly supports research administrators is often seen as risky. What if the government mandated the use of specialized software? What if technology could ensure the highest standards of compliance by helping administrators, investigators, and research staff be more proactive, thus reducing risky post hoc decisions and eliminating the need to justify actions retroactively? Would it be worth it then?

The Solution

Research admin tech should:

• Ensure compliance with built-in checks and warnings.
• Example: AI assistants that help administrators ask the right questions and access best-in-class resources to help MAKE decisions. Note, I'm not suggesting we let AI weigh in on those decisions; humans still need to use their brains.
• Example: Automated flagging of questionable expenses (e.g., misallocated funds, effort anomalies, sensitive expenses).
• Simplify workflows to cut errors and speed up processes.
• Example: Automated subrecipient monitoring and invoicing processes.
• Reduce training time, helping new hires ramp up faster.
• Example: Guided pre-award workflows for mastering grant submissions in a fraction of the time.
• Reduce cognitive load for administrators.
• Example: Dynamic fund projection tools for variable effort and budget scenarios.
• Example: Effort management tools that allow administrators to seamlessly track payroll functions, committed effort, and sponsor reporting requirements.

Tech and AI won’t solve all research admin challenges, and we still need to invest in people and smart operations. But they can eliminate tedious manual processes and improve oversight and decision-making. In today’s regulatory and government environment, we’re constantly being asked to do more with less. Research administrators have been making it work for far too long, but the system is reaching a breaking point. The administrative burden is unsustainable, and the cost of inaction is growing. We must demand and implement technology that not only ensures compliance but also empowers research administrators to focus on strategic, high-value work instead of drowning in manual tasks. The future of scientific research depends on it.

Developers are working on solutions. If tech is your thing, reach out; I’d love to connect you to the developers I’m working with and advising. This isn’t a sales pitch - just an opportunity to help shape better tools for our field. Email me at [email protected]