Automating Processes with Alexandria Duffney

About The Episode: Join us as Allie Duffney shares how Elon University is implementing AI to streamline admissions processes, create test environments, and enhance student success. Learn practical approaches to AI adoption, from interview scheduling to data analysis, and discover how to address common concerns about AI integration.

‍

Episode prompt:

You are a technical writer specializing in higher education operations and process documentation. Help me create clear, user-friendly documentation from the following information. The goal is to make our processes easier to understand and follow.

‍

Context:

Department: [department name]

Process: [name of process, current process steps, you can record audio of yourself walking through the process and load the transcript of that into the tool]

Primary Users: [who will use this documentation]

Current Pain Points: [list main issues/challenges]

‍

Please transform this information into:

‍

1. Standard Operating Procedure

Create a step-by-step guide including:

- Prerequisites (tools, access, permissions needed)

- Process overview (high-level summary)

- Detailed steps with screenshots placeholders

- Common troubleshooting scenarios

- Related processes or dependencies

- Key contacts and escalation paths

‍

2. Quick Reference Guide

Create a condensed version with:

- Essential steps only

- Key decision points

- Critical reminders

- Common pitfalls to avoid

‍

3. Training Elements

Include:

- Practice scenarios

- Knowledge check questions

- Common mistakes to watch for

- Tips for experienced users

‍

4. Process Improvement Suggestions

- Identify potential bottlenecks

- Suggest automation opportunities

- Recommend ways to streamline

- Note areas needing clarification

‍

Format Guidelines:

- Use clear, action-oriented language

- Include specific examples

- Add notes for exceptional cases

- Mark required vs. optional steps

- Include version control information

‍

After providing the initial documentation, please ask clarifying questions about any areas that need more detail or explanation.

‍

Key Takeaways

• Leveraging AI to Reduce Tedious Tasks: Elon University uses AI tools like ChatGPT to optimize scheduling and match faculty interviewers, reducing time-intensive tasks and increasing efficiency.
• AI in Event and Workshop Planning: AI assists in generating sample datasets for training workshops, solving data privacy concerns by creating artificial records for demonstrations.
• Getting Started with AI in Higher Ed: For institutions beginning their AI journey, starting small with low-stakes projects can build confidence and understanding of AI's potential.
• Addressing Concerns and Building Comfort with AI: Establishing guidelines rather than rigid policies helps foster a flexible and evolving approach to AI integration.
• AI’s Potential for Future Use in Higher Ed: AI has the potential to assist with curriculum development, program-specific evaluations, and even serve as a debate partner for critical thinking exercises.

‍

Episode Summary

How Elon University Integrates AI into Admissions

In her conversation with Brian Piper, Allie Duffney shares how Elon University is weaving AI into various admissions processes, focusing on reducing tedious administrative tasks. A major challenge in admissions was scheduling interviews for competitive programs. AI has simplified this by organizing faculty interview slots over multiple days, creating randomized faculty teams to avoid repetitive matches. With AI generating matches efficiently, the admissions team can offer more flexibility to students while saving time for faculty. This innovation has not only improved operational efficiency but also enhanced the candidate experience.

‍

Creative Use Cases: From Seating Arrangements to Workshop Data Sets

Beyond admissions, Allie shares how she uses AI to handle other administrative tasks, such as seating assignments for large events. This capability reduces manual efforts, allowing her to focus on strategic elements. She also highlights a workshop for North Carolina Slate users where AI-generated sample datasets eliminated the need for real student data. By providing dummy data for training, AI allowed the team to maintain privacy while delivering a practical and impactful training session, a solution that institutions with privacy concerns may find beneficial.

‍

Getting Started with AI in Higher Education

Allie offers advice to institutions just beginning to explore AI's potential, encouraging them to start with low-stakes projects. By testing AI with simple, familiar tasks, teams can become comfortable with the technology. She also emphasizes the importance of “good prompting” when using AI tools, highlighting the need for clear communication to achieve desired results. This approach enables teams to explore AI gradually and assess its utility, allowing faculty and staff to engage without the pressure of immediate, large-scale adoption.

‍

Addressing Concerns and Building Confidence in AI Adoption

Discussing potential resistance, Allie acknowledges the hesitation some employees feel about AI potentially replacing jobs. She stresses that AI is a tool to empower, not replace, human roles, especially in the nuanced world of education. Having clear guidelines around AI use can alleviate concerns, providing employees with a sense of security. Rather than setting rigid policies, Elon University prefers adaptable guidelines, allowing departments to evolve as AI technology advances. Allie suggests that this flexible approach fosters an environment open to innovation while addressing valid concerns around AI’s potential impacts.

‍

The Future of AI in Higher Education

Allie shares her vision for AI’s potential to transform program assessments by offering insights into what makes students successful within specific programs. AI can provide tools to evaluate admissions criteria, potentially helping schools make data-informed adjustments to their selection processes. In her view, AI may even support faculty by digesting extensive academic research and producing concise summaries, making it easier for institutions to keep up with the latest advancements.

The conversation wraps up with Allie’s excitement about the pace of AI development, envisioning it as a tool that may one day become a personal assistant for students and faculty alike. From helping new students find resources to providing personalized suggestions for involvement, AI’s future in higher ed seems boundless, with potential applications that could deepen student engagement and streamline administrative tasks.

‍

Connect With Our Host:
Brian Piper
https://www.linkedin.com/in/brianwpiper/

‍

About The Enrollify Podcast Network:
AI for U is a part of the Enrollify Podcast Network. If you like this podcast, chances are you’ll like other Enrollify shows too!
Some of our favorites include Generation AI and Mastering the Next.

Enrollify is produced by Element451 — the next-generation AI student engagement platform helping institutions create meaningful and personalized interactions with students. Learn more at element451.com.

‍

Attend the 2025 Engage Summit!

The Engage Summit is the premier conference for forward-thinking leaders and practitioners dedicated to exploring the transformative power of AI in education.

Explore the strategies and tools to step into the next generation of student engagement, supercharged by AI. You'll leave ready to deliver the most personalized digital engagement experience every step of the way.

👉🏻 Register now to secure your spot in Charlotte, NC, on June 24-25, 2025! Early bird registration ends February 1st.