In this section of the Toolkit, discover how AI tools can empower staff in their varied roles as contributors to the Fisher community. From optimizing administrative tasks to streamlining communication and fostering collaboration among staff, students, and faculty. AI is already revolutionizing traditional work methodologies. This toolkit aims to uncover practical ways in which AI can support some of the key aspects that staff experience, including administrative tasks and service. It will be a living and breathing document that will adapt when significant AI changes occur.
Here are some of the benefits of AI in the workplace:
Automation of simple or repetitive tasks
Improved decision-making
Increased efficiency and productivity
Enhanced customer service
Improved employee engagement and satisfaction
Better risk management
Improved time management skills
Below are some common scenarios where AI might be used as a tool by employees in their daily work. Each one provides suggestions on how to use AI tools for a given task, a word of caution when using AI in this way, and a few examples prompts to help you get stared.
Don't forget to explore the How to Write Good AI Prompts page to make sure you are getting the most out of your work with AI platforms.
AI tools serve as a powerful 'first-draft' partner for complex documents. Use them to bridge the gap between raw data and a polished narrative, ensuring your proposals follow industry-standard frameworks while maintaining a consistent professional voice. Always verify AI-generated citations, as 'inaccuracies' can still occur in complex data sets.
AI Safety Reminder: Never upload sensitive internal data or PII (Personally Identifiable Information) to public AI models, unless you are using institutionally protected tools such as Gemini or Copilot. For guidance on approved AI Tools and safe AI practices, please visit the How to Stay Safe with AI resource page.
Example Prompts:
Act as an expert grant writer [Character]. Write a 3-page project proposal [Type] NSF grant focused on undergraduate STEM retention. Use a persuasive and professional tone [Extras]. Use the attached project summary [Examples] to extract key data. Present the information in bulleted sections with clear headings.
You are a Department Chair [Character]. Create an executive summary [Type] based on these three bullet points: [Insert metrics here]. Focus on aligning our achievements with the University’s Strategic Plan [Extras]. Make the tone celebratory and professional.
I am an Administrative Assistant [Character]. I have 5 pages of meeting notes [Insert]. Synthesize them into a 3-poing summary emphasizing the next steps and project risks [Type].
Elevate your digital presence by using AI as a creative partner. Beyond drafting text, AI tools can help you repurpose long-form content into social snippets, optimize for specific search intent, and ensure your messaging resonates across different platforms while staying true to your voice.
AI Safety Reminder: While engaging in a conversion with a generative AI tool, ensure you are not entering any personal, confidential, or private University information unless you are using institutionally protected tools such as Gemini or Copilot. For guidance on approved AI Tools and safe AI practices, please visit the How to Stay Safe with AI resource page.
Example Prompts:
I work in the Marketing department[Character]. Create a detailed outline for a blog post about [Theme]. Include a catchy H1 title, description (optimized for search engines), and 3 key takeaways for an audience of [Target Aundience].
As the Assistant to the Dean of SoN [Character]. I have a draft for my monthly newsletter[Inseret]. Suggest three subject lines that improve open rates and rewrite the opening paragraph to be more punchy and university-focused.
Take the key points from this [Report/Article] and turn them into a 5-slide script and with a short, engaging social media caption.
Ai can help you overcome "blank page syndrome" and refine your professional correspondence. Whether you need to condense a long email thread into a summary or adjust the tome of delicate message, AI can ensure your communication is clear, professional, and effective. Remember to review the tips on the How to Write Good AI Prompts page. The better the prompt, the better the output.
AI Safety Reminder: Private or sensitive University information—including FERPA-protected student records, employee data, IRB-protected information, should only be entered into institutionally protected AI tools such as Gemini and Copilot. Please review the How to Stay Safe with AI resource page for guidance on approved tools and safe AI practices.
Example Prompts:
Draft a concise email to [Team/Person] requesting a meeting about [Project]. Provide three possible time slots and keep the tone professional yet urgent.
As a director of student affairs [Character]. I have drafted this email [Insert]. It feels a bit too blunt, please rewrite it to sound more collaborative and encouraging while keeping the same core message.
Act as a Project Coordinator [Character]. Review the attached email thread regarding the [Insert Subject, e.g., Fall Admissions]. Summarize the key decisions [Request] into a brief executive summary [Type]. Then, provide a bulleted list of specific action items assigned to me [Adjustment], including any deadlines mentioned [Extras]. If a task is mentioned but the owner is unclear, flag it as 'Unassigned' [Adjustment].
AI tools can help you streamline your meeting preparation process by generating detailed agendas and accurate minutes, ensuring that all attendees are on the same page and that action items are clearly documented.
Data Privacy Alert: Meeting transcripts often contain sensitive University discussions. Only use institutionally approved tools like Zoom AI Companion, Microsoft Copilot, or Google Gemini to capture or process meeting data. Never upload recordings of sensitive or confidential meetings to third-party, unapproved AI "notetakers." For guidance on safe usage, please review our How to Stay Safe with AI resource page.
Protected tools for Meeting Notes, Agendas, Transcripts:
Zoom AI Companion -Automatically generates meeting summaries, identifies action items, and creates smart chapters for long recordings. Pro Tip: Always notify participants when AI Companion is active to ensure transparency. More info
Zoom Record Feature -Ideal for capturing lectures or detailed instructional content. Use the automated transcript as a base, then use an approved AI tools (like Copilot & Gemini) to summarize the key takeaways. More info
Example Prompts:
Act as a Senior Program Manager [Character]. Based on these [Project Goals], draft a 30-minute meeting agenda [Type]. Include a concise objective statement at the top [Extras]. Allocate 5 minutes for a 'Blockers' discussion and 10 minutes for 'Next Steps.' Format the agenda so each item has a 'Desired Outcome' listed next to it [Adjustment] to keep the conversation focused.
You are a Team Leader [Character]. Suggest three interactive icebreaker questions or poll ideas [Type] for a staff meeting regarding [Topic]. The ideas should be professional yet high-energy [Extras] and specifically tailored to a higher-education workforce [Adjustment]. Avoid clichés; focus on questions that encourage peer-to-peer connection [Request].
Act as an Executive Assistant [Character]. Using the attached transcript, generate formal meeting minutes [Request/Type]. Format the output with the following headers: Attendees, Decisions Made, and a Table of Action Items [Adjustment]. For the table, include columns for 'Task,' 'Owner,' and 'Deadline.' If a deadline isn't explicitly stated, mark it as 'TBD' [Extras]. Use a neutral, objective tone [Adjustment] throughout.
1. Edit and Review the Transcript for Accuracy
Watch for Inaccuracies: AI often struggles with technical acronyms, specific University department names, or non-dominant accents. Always perform a "human-in-the-loop" review of dates and names before distributing.
2. Summarize and Share Key Takeaways
Use the transcript to pull:
Action items: Who is doing what by when?
Decisions: What was officially agreed upon?
Follow-up: Which topics were deferred to a later date?
3. Leverage AI Tools
Copy the transcript into tools like Microsoft Copilot or Google Gemini to:
Generate summaries
Identify next steps
Draft follow-up emails or agendas for the next meeting
4. Store and Share Responsibly
Upload recordings and transcripts to a secure, shared platform like SharePoint, OneDrive, and/or Google Drive.
Keep sensitive information protected and follow university data guidelines.
Transform your ideas into a compelling visual presentation. AI tools can help you move past the blank-slide stage by drafting structured outlines, suggesting powerful illustrations for your visuals, and ensuring your presentation follows a logical flow that keeps your audience engaged.
Pro Design Tip: Beyond PowerPoint Designer, use Copilot in PowerPoint to instantly turn a Word document into a fully designed slide deck. If you are a Google Workspace user, leverage Gemini in Slides to generate custom images and text directly within your presentation.
Example Prompts:
Act as a [Job Title] expert and strategic communicator [Character]. Create a 10-slide outline [Type] for a presentation on [Topic] targeted toward [Audience, e.g., University Donors] [Extras]. For each slide, provide a compelling title, exactly 3 concise bullet points [Adjustment], and a suggestion for a high-impact visual or data chart.
You are a Creative Director [Character]. For a slide about [Concept], suggest three unique images [Request] that avoid generic stock photo. For each image provide a descriptive 'text-to-image' prompt [Type]. The style should be modern, minimalist, and professional [Extras], suitable for a high-level University keynote [Adjustment].
You have written a business project summary. Use this section to refine your tone, tighten your logic, and ensure your message is error-free.
Word of Caution: Ensure there is no data of personal nature within the text entered within a conversation with AI tools. Please review the How to Stay Safe with AI page for guidance.
Example Prompts:
Act as a University Communications Director [Character]. Review the following project summary for clarity and professional tone [Request]. Ensure the language is sophisticated but accessible [Extras] to a broad audience of stakeholders. If any sentence is too dense, provide a 'Revised' version underneath the original [Type/Adjustment].
You are a Copy Editor [Character]. Proofread this summary [Request] for grammar, punctuation, and University style. Additionally, rewrite the 'Goals' section [Adjustment] to be more concise and action-oriented. Present the final version as a clean, ready-to-publish text [Type],using strong verbs [Extras].
Act as a Writing Coach [Character]. Analyze this text for repetitive phrasing and flow [Request]. Identify any 'words' I use too often and suggest synonyms [Adjustment]. Improve the transitions between paragraphs to create a seamless narrative flow [Extras]. Please highlight the specific changes [Type] you suggest so I can review the logic.
Use AI to decode complex market trends. From identifying emerging trends in higher education to benchmarking against peer institutions, use these tools to gain a competitive edge and drive data-informed institutional growth.
AI Safety Reminder: While engaging in a conversion with a generative AI tool, ensure you are not entering any personal, confidential, or private University information unless you are using institutionally protected tools such as Gemini or Copilot. For guidance on approved AI Tools and safe AI practices, please visit the How to Stay Safe with AI resource page.
Example Prompts:
Act as a Higher Education Strategist [Character]. Analyze current trends in small, private liberal arts colleges and identify the top three external threats to enrollment in 2026 [Request]. For each threat, provide a brief summary of its impact [Type] and suggest a counter-strategy [Adjustment] that emphasizes our unique value proposition. Use a data-driven and objective tone [Extras].
You are an Analyst [Character]. Compare the student retention strategies of these peer institutions: [Insert Peer List]. Identify the common factors that drive their success [Request] and present them in a comparative table [Type]. Highlight any innovative initiatives [Adjustment] that could be adapted for our campus culture. Ensure the analysis focuses on long-term sustainability rather than quick fixes [Extras].
Act as a Market Researcher specializing in Academic Innovation [Character]. Based on current student demographic shifts, identify which new academic programs or certifications are seeing the highest growth [Request]. Filter these results [Adjustment] to focus on programs that align with our curriculum. For each program, provide a short 'case for support' [Type] that includes the target student persona and potential career outcomes [Extras].
Whether you’re the interviewer or the interviewee, the process can be challenging. AI can assist by drafting interview questions, enhancing interview skills, simulating mock interviews, and much more.
AI Safety Reminder: When engaging in a conversation with generative AI, do not share personal or confidential University data. Only use institutionally protected tools like Gemini or Copilot for sensitive tasks. For guidance, visit the How to Stay Safe with AI page.
Example Prompts:
Act as a Director of IT in Higher Education [Character]. I am hiring for a [Insert Job Title, e.g., Senior Systems Administrator]. Draft 6-8 interview questions [Request/Type] that focus on technical troubleshooting, student data privacy (FERPA), and collaborating with non-technical faculty [Adjustment]. For each question, provide a 'Look-for' guide [Extras] explaining what a high-quality answer sounds like.
You are an Executive Consultant [Character]. I am interviewing a candidate for [Role]. Based on the attached Job Description [Examples/Context], identify the three most critical competencies I should test for. Suggest a structured interview sequence [Type] and provide a rubric for scoring candidate responses consistently [Adjustment] to ensure an unbiased hiring process [Extras].
I want to simulate a mock interview [Request]. Act as a candidate [Character] applying for a [Insert Role] who is very technically skilled but has limited experience in a University setting [Adjustment]. I will ask you a question, you will respond in character, and then we will pause so you can give me feedback [Type] on whether my question was clear or if it might lead to a biased answer [Extras]. Let’s start with the first question.
Reading long documents is time-consuming. AI can streamline the process by extracting key themes, generating concise summaries of core ideas, and comparing multiple documents to highlight critical similarities and differences.
Word of Caution: When engaging in a conversation with generative AI, do not share personal or confidential University data. Only use institutionally protected tools like Gemini or Copilot for sensitive tasks. For guidance, visit How to Stay Safe with AI page for more details.
How to summarize a document:
Copy and past the text directly into a chat.
Upload an image or PDF and AI will extract the text for summarization.
Specify your needs; brief summary, key points, or a detail overview.
Specify specific areas or sections you want me to focus on.
Give AI the context or purpose of the summary; is if for a presentation, a report, or personal understanding.
Example Prompt:
Act as a Subject Matter Expert in Environmental Science [Character]. Based on the attached research paper, generate a 500-word summary [Request/Type] that prioritizes the methodology, main findings, and final conclusions [Adjustment]. Please use a professional and objective tone [Extras]. Additionally, create a separate 'Key Takeaways' section [Type] with 3–5 bullet points specifically translated for a non-technical audience [Adjustment].
Fact-Check & Accuracy: AI is a powerful productivity partner, but it is not a "truth engine." All generated content must undergo human review to identify potential inaccuracies.
Soundness & Reliability: We must understand the context of AI outputs and uphold high standards for data quality. AI should support—not replace institutional logic.
Fairness & Inclusion: Actively identify and mitigate algorithmic bias. Our use of AI should support diversity and ensure no group is unfairly disadvantaged by automated patterns.
Transparency & Governance: We prioritize clear, traceable AI interactions through three lenses:
Explainability - Can the AI output be described in a way that “makes sense” to a person?
Understandability - Can a human follow the logic or "reasoning" behind a prediction?
Traceability - Can we document the lifecycle of the tool to ensure it functions as intended within our environment?
How to Access AI Tools: Generative AI tools
Microsoft Applied Skills →technical skills gap in the workforce by providing free online courses: Skills for Jobs | Microsoft CSR
Career Essentials in Generative AI by Microsoft and LinkedIn→ discover the skills needed and learn the core concepts of artificial intelligence and generative AI functionality.
Career Essentials in Generative AI by Microsoft and LinkedIn
Digital literacy courses and resources:
Digital Literacy courses, programs & resources | Microsoft Digital Literacy
Career Essentials in Administrative Assistants → develop essential skills needed for administrative roles, communication, writing, time management, must have software skills (Office 365) Career Essentials in Administrative Assistance by Microsoft and LinkedIn
Anthropic’s Prompt Engineering Guide: Even if you use Gemini or Copilot, this is widely considered the gold standard for learning how to talk to AI.
How to Access LinkedIn Learning:
Log into mySJF, using your Network credentials.
From the launchpad, click on the link to LinkedIn Learning.
Search for "Generative AI" to see recommendations.
On Campus Support:
DePeters Family Center - Provides Workshops, contact cite@sjf.edu
AI Tools and Resources Fisher-specific information about AI features in library resources and generative AI tools for searching. (This guide includes information for researchers about choosing and evaluating a tool, acknowledging the use of AI, citing AI outputs, and evaluating AI outputs.
Summary: This article explores how 95% of students and educators are now using AI. It outlines the transition from seeing AI as a "tool" to viewing it as "core infrastructure."
Key Takeaway: Learn how AI provides round-the-clock student support and "real-time feedback" loops that were previously impossible at scale.
Summary: Moves beyond simple chat to "multimodal prompting" (using images, audio, and data files).
Use Cases for Staff:
Admissions & Student Services: Using AI to analyze sentiment in student inquiries and personalize outreach.
Operations: Automating repetitive spreadsheet tasks and summarizing complex institutional policy documents.
Research: Accelerating literature reviews and identifying data patterns in seconds.
Summary: Introduces a four-level "Disclosure Framework" for the workplace. It helps staff decide when they should disclose that AI was used (e.g., "Minimal use" for grammar vs. "Significant use" for generating a report outline).
Key Takeaway: Provides a "reflexive loop" approach to ensure AI use remains ethical and maintains student/peer trust.