Revista Científica Interdisciplinaria Investigación y Saberes
2023, Vol. 13, No. 2 e-ISSN: 1390-8146
Published by: Universidad Técnica Luis Vargas Torres
How to cite this article (APA):
Ruiz, G., Ortiz, K. (2023) Application of artificial intelligence techniques
in the administrative management of higher education institutions: an analysis of their effectiveness in
process optimization and strategic decision making, Revista Científica Interdisciplinaria Investigación
y Saberes, 13(2) 66-83
Application of artificial intelligence techniques in the administrative
management of higher education institutions: an analysis of their
effectiveness in process optimization and strategic decision making.
Aplicación de técnicas de inteligencia artificial en la gestión administrativa de
instituciones de educación superior: un análisis de su efectividad en la optimización de
procesos y la toma de decisiones estratégicas
Geovanny Francisco Ruiz Muñoz
Mgtr; Professor of the Faculty of Chemical Sciences, Analyst of the Academic Vice-rectorate of the
Universidad de Guayaquil, geovanny.ruizm@ug.edu.ec; https://orcid.org/0000-0001-7529-6342.
Karla Maribel Ortiz Chimbo
MBA; Professor of the School of Administrative Sciences, Coordinator of Academic Personnel
Management of the Academic Vice-Rectorate of the Universidad de Guayaquil, karla.ortizch@ug.edu.ec,
https://orcid.org/0000-0001-7054-5741
This study investigated the effectiveness of artificial intelligence (AI)
in the administrative management of higher education institutions.
Through the use of surveys and interviews, the perception and
acceptance of AI was evaluated, as well as its impact on process
optimization and strategic decision making. The results revealed a
high acceptance of AI in administrative management, supporting its
effectiveness in process improvement and decision making.
Significant positive correlations were found between the effectiveness
of AI and the quality of administrative services, productivity and cost
reduction. These findings highlight the transformative potential of AI
in the administrative management of higher education institutions,
providing a solid foundation for the implementation of AI-based
strategies and the improvement of efficiency and effectiveness in
administrative management.
Keywords:
artificial intelligence, administrative management, higher
education, process optimization, strategic decision making.
Abstract
Received 2022-09-12
Revised 2022-11-29
Published 2023-04-09
Corresponding Author
Geovanny Francisco Ruiz Muñoz
geovanny.ruizm@ug.edu.ec
Pages: 66-83
https://creativecommons.org/lic
enses/by-nc-sa/4.0/
Distributed under
Copyright: © The Author(s)
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
Revista Científica Interdisciplinaria Investigación y Saberes , / 2023/ , Vol. 13, No. 2
67
Resumen
En este estudio, se investigó la efectividad de la inteligencia artificial
(IA) en la gestión administrativa de instituciones de educación
superior. Mediante el uso de encuestas y entrevistas, se evaluó la
percepción y aceptación de la IA, así como su impacto en la
optimización de procesos y la toma de decisiones estratégicas. Los
resultados revelaron una alta aceptación de la IA en la gestión
administrativa, respaldando su efectividad en la mejora de los
procesos y la toma de decisiones. Se encontraron correlaciones
positivas significativas entre la efectividad de la IA y la calidad de los
servicios administrativos, la productividad y la reducción de costos.
Estos hallazgos resaltan el potencial transformador de la IA en la
gestión administrativa de las instituciones de educación superior,
brindando una base sólida para la implementación de estrategias
basadas en IA y la mejora de la eficiencia y efectividad en la gestión
administrativa.
Keywords:
inteligencia artificial, gestión administrativa, educación
superior, optimización de procesos, toma de decisiones estratégicas.
Introduction
Artificial intelligence (AI) is a field of computer science that focuses on
developing systems and algorithms capable of mimicking human
intelligence. Through the use of mathematical models and advanced
data processing techniques, AI can analyze and learn from large
volumes of information. In the field of administrative management, AI
has emerged as a promising tool, capable of automating repetitive
tasks, streamlining processes, analyzing complex data and providing
recommendations for strategic decision-making. By employing
techniques such as machine learning and natural language
processing, AI can personalize services, improve operational
efficiency and optimize resources in higher education institutions. The
strategic implementation of AI in administrative management has the
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
Revista Científica Interdisciplinaria Investigación y Saberes , / 2023/ , Vol. 13, No. 2
68
potential to transform operations, raise the quality of services and
increase competitiveness in the educational environment.
This research aims to critically analyze the use of AI techniques in the
administrative management of higher education institutions, focusing
on the evaluation of their effectiveness in improving operational
efficiency and strategic decision making. A comprehensive analysis of
the existing literature will be carried out to identify the most relevant
applications of AI in administrative management, as well as the
associated limitations and challenges.
Previous studies that have addressed issues such as automation of
administrative processes, prediction and optimization of resources,
personalization of student services, and detection of patterns and
trends in administrative data will be examined. Through this critical
review of the literature, we will seek to identify existing knowledge
and research opportunities to better understand the impact of AI on
administrative management in higher education.
This research aims to contribute to the advancement of knowledge in
the field of higher education administrative management by
providing a rigorous evaluation of the effectiveness of AI techniques.
Furthermore, it is hoped that the findings and recommendations of
this research can guide educational institutions in the strategic
adoption of AI in their administrative processes, thereby maximizing
the benefits and overcoming the associated challenges.
In conclusion, this research aims to provide a critical view of the
effectiveness of the application of AI techniques in the administrative
management of higher education institutions. It is expected that the
results of this study will be of great relevance and usefulness to
decision makers in the field of higher education and to the academic
community interested in the use of AI in administrative management.
Davenport and Ronanki (2018) emphasize the transformative potential
of AI in administrative management, highlighting how it can improve
process efficiency and provide valuable information for strategic
decision making. Their research suggests that AI can be a powerful
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
Revista Científica Interdisciplinaria Investigación y Saberes , / 2023/ , Vol. 13, No. 2
69
tool for optimizing administrative management in higher education
institutions.
Davenport and Ronanki's research supports the idea that artificial
intelligence has transformative potential in the administrative
management of higher education institutions. AI's ability to improve
process efficiency and provide strategic information can lead to more
effective and efficient management in academia.
Smith et al. (2019) note that AI has the potential to revolutionize
administrative management in higher education institutions by
automating routine tasks and enabling more informed decision
making. Their study highlights how AI can provide advanced data
analytics and predictive modeling to support process optimization
and strategic decision making.
The research by Smith et al. highlights the transformative role of
artificial intelligence in administrative management. AI's ability to
automate tasks and provide advanced analytics enables higher
education institutions to improve their operational efficiency and
make more informed and strategic decisions.
Arroyo and Bustelo (2020) focus their research on improving efficiency
in the administrative management of higher education institutions
through AI. They highlight that AI can enable greater personalization
of teaching and learning, adapting to individual student needs and
optimizing administrative services.
Arroyo and Bustelo's study highlights the impact of artificial
intelligence on the personalization of teaching and learning. The
ability of AI to adapt to individual student needs can improve the
quality of higher education and optimize administrative services to
provide more effective support to students.
Johnson and Anderson (2020) explore how AI can help improve
management processes in higher education institutions. Their
research highlights that AI can automate repetitive tasks and enable
a more focused approach to analysis and strategic decision making.
This can have a significant impact on operational efficiency and the
quality of administrative management.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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70
Johnson and Anderson's study underscores the importance of
artificial intelligence in improving administrative management
processes. The automation of routine tasks allows administrators to
focus on more strategic activities, leading to more efficient and higher
quality management in higher education institutions.
Peterson et al. (2018) examine ethical issues related to the application
of AI in the administrative management of higher education
institutions. Their research highlights the importance of addressing
ethical considerations, such as privacy and fairness, when
implementing AI solutions in the educational setting. This emphasizes
the need for an ethical approach in the administrative management
of higher education institutions.
The research by Peterson et al. highlights the importance of ethical
considerations in the application of artificial intelligence in
administrative management. It is crucial to address issues such as
privacy and fairness to ensure that the implementation of AI in higher
education institutions is done in a responsible and ethical manner.
Brown and Wilson (2021) investigate how AI and automation can
contribute to the effective management of organizational processes.
Their research highlights that AI can improve the quality of processes,
enable the identification of patterns and trends, and provide
predictive analytics for more informed decision making.
Brown and Wilson's study highlights the ability of artificial intelligence
to automate tasks and personalize organizational processes. The
automation of routine tasks and AI's ability to analyze data can
improve the quality of administrative management by identifying
patterns and trends, enabling more informed decision making.
Methodology
Zhang and Wu (2019) examine the role of AI in big data analytics in
administrative management of higher education institutions. Their
research emphasizes how AI can help extract valuable information
from large datasets and improve strategic decision making based on
data-driven analytics.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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71
Zhang and Wu's study highlights the ability of artificial intelligence to
optimize processes in administrative management. The ability of AI to
analyze large volumes of data and extract valuable information can
lead to process optimization and more strategic decision making in
higher education institutions.
Chen and Wei (2021) propose an interdisciplinary framework that
highlights how AI can optimize organizational processes and support
strategic decision making. Their research provides a holistic
perspective on how AI can improve efficiency and effectiveness in the
administrative management of higher education institutions.
Chen and Wei's research emphasizes the support of artificial
intelligence for strategic decision making in administrative
management. Their interdisciplinary framework provides a broad view
of how AI can improve efficiency and effectiveness in administrative
management, providing a more strategic approach to decision
making.
Sanchez and Perez (2020) investigate the use of AI techniques in
educational data mining to support decision making in the
administrative management of higher education institutions. Their
research highlights the ability of AI to analyze large datasets and
provide valuable information for process optimization and strategic
decision making.
The Sanchez and Perez study highlights the importance of data-driven
decision making in the administrative management of higher
education institutions. The ability of AI to analyze large datasets in
educational data mining can provide valuable information that
supports strategic decision making and process optimization in
administrative management.
In summary, the implementation of artificial intelligence in the
administrative management of higher education institutions presents
a transformative and revolutionary potential. AI can improve process
efficiency, personalize teaching and learning, optimize management
processes, and support strategic decision making. However, it is also
important to consider ethical aspects and address ethical
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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72
considerations related to privacy and fairness. Data-driven decision
making and big data analytics become key elements to optimize
processes and improve administrative management in higher
education institutions.
Results
The study was carried out at the University of Guayaquil, with a sample
of 104 participants that included administrators and academic staff. A
mixed approach combining surveys and in-depth interviews was used
to collect data. The survey was designed to measure the participants'
perception of the effectiveness of artificial intelligence (AI) in process
optimization and strategic decision making. In addition, in-depth
interviews were conducted to gain a more detailed understanding of
the challenges and opportunities associated with the application of AI
techniques in administrative management.
Table 1.
Perception of the effectiveness of AI in process optimization.
Category
Percentage of agreement (%)
Improved efficiency
82%
Task automation
78%
Error reduction
75%
Agility in decision making
72%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 1 shows the participants' perception of the effectiveness of AI
in process optimization. The results reveal a high percentage of
agreement on key aspects such as improved efficiency, task
automation, error reduction and agile decision making. These
findings support the importance of AI in administrative management,
as it contributes to optimizing processes and increasing operational
efficiency.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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73
Table 2.
Improved strategic decision making
Category
Percentage of agreement (%)
Access to relevant
information
80%
More complete data
analysis
76%
Identification of trends and
patterns
74%
Prediction of results
70%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 2 presents the participants' perception of the improvement in
strategic decision making through the use of AI. The results show a
high percentage of agreement on aspects such as access to relevant
information, more complete data analysis, identification of trends and
patterns, and prediction of outcomes. These findings highlight the
ability of AI to provide valuable information that supports more
informed and strategic decision making.
Table 3.
Impact on the quality of administrative services
Category
Percentage of agreement (%)
Improved customer service
84%
Customization of services
78%
Agility in responding to
queries
75%
Increased user satisfaction
72%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 3 shows the impact of AI on the quality of administrative
services. The results indicate a high percentage of agreement in
aspects such as improved customer service, personalization of
services, agility in responding to queries and greater user satisfaction.
These findings highlight the role of AI in optimizing administrative
services and improving user experience.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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Table 4.
AI Implementation Challenges
Category
Percentage of agreement (%)
Lack of technical
knowledge
68%
Resistance to change
64%
Ethical and privacy
concerns
58%
Implementation costs
54%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 4 shows the challenges identified in the implementation of AI
in administrative management. The results indicate a significant
percentage of agreement on issues such as lack of technical expertise,
resistance to change, ethical and privacy concerns, and
implementation costs. These findings highlight the need to address
these challenges for effective implementation of AI in back-office
management.
Table 5.
Need for training
Category
Percentage of agreement (%)
Training in the use of AI
86%
Knowledge update
80%
Development of
technical skills
75%
AI Awareness
70%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 5 shows the identified need for training in relation to the use of
AI. The results indicate a high percentage of agreement on aspects
such as training in the use of AI, knowledge updating, technical skills
development, and AI awareness. These findings underline the
importance of continuous training and skills development to take full
advantage of the potential of AI in administrative management.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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Table 6.
Perceived benefits of AI in administrative management
Category
Percentage of agreement (%)
Improved efficiency
82%
Resource optimization
78%
Better decision making
75%
Process innovation
72%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 6 shows the perceived benefits of AI in administrative
management. The results reveal a high percentage of agreement in
aspects such as improved efficiency, resource optimization, better
decision making and process innovation. These findings highlight the
tangible benefits of AI in administrative management, such as
improved productivity and the ability to adapt to changes in the
environment.
Table 7
. Preference for the integration of AI in administrative
management
Category
Percentage of preference (%)
Totally agree
40%
Agreed
35%
Neutral
20%
Disagree
4%
Strongly disagree
1%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 7 shows the participants' preference for the integration of
AI in administrative management. The results indicate that a
significant percentage of the participants agree or strongly
agree with the integration of AI in administrative management.
These findings support the relevance and interest in taking
advantage of AI to improve administrative management at the
University of Guayaquil.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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76
Table 8.
Impact on productivity
Category
Percentage of agreement (%)
Increased productivity
80%
Reduction of execution
times
75%
Improved efficiency
72%
Increased achievement
of goals
68%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 8 shows the impact of AI on productivity. The results
indicate a high percentage of agreement on aspects such as
increased productivity, reduced execution times, improved
efficiency and greater goal achievement. These findings
highlight the role of AI in improving performance and efficiency
in administrative management.
Table 9.
Improved accuracy and quality
Category
Percentage of agreement (%)
Increased accuracy of
results
78%
Improved data quality
75%
Error reduction
72%
Bias minimization
68%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 9 presents the participants' perception of the
improvement in accuracy and quality through the use of AI. The
results show a high percentage of agreement on aspects such
as increased accuracy of results, improved data quality, reduced
errors, and minimized bias. These findings highlight the ability
of AI to provide more accurate and reliable results in
administrative management.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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Table 10.
Cost reduction
Category
Percentage of agreement (%)
Savings in financial
resources
82%
Reduction of operating
expenses
78%
Budget optimization
75%
Increased profitability
72%
Note: Table prepared by Geovanny Ruiz and Karla Ortiz.
Table 10 shows the participants' perception of cost reduction
through the implementation of AI. The results indicate a high
percentage of agreement on aspects such as savings in financial
resources, reduction of operating expenses, budget
optimization and increased profitability. These findings
highlight the potential of AI to generate efficiencies and cost
savings in administrative management.
In the study, correlation analyses were performed using
Pearson's correlation coefficient to evaluate the relationships
between the variables. The results obtained are presented in
the following tables:
Table 11.
Correlation between the effectiveness of AI in process
optimization and improved strategic decision making.
Effectiveness of AI
for process
optimization
Improved strategic decision
making
Pearson
1.000
0.723**
Sig.
(bilateral)
0.003
Note: A significant moderate positive correlation was found
between AI effectiveness in process optimization and
improvement in strategic decision making (r = 0.723, p < 0.05).
This indicates that as the effectiveness of AI in process
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
Revista Científica Interdisciplinaria Investigación y Saberes , / 2023/ , Vol. 13, No. 2
78
optimization increased, improvement in strategic decision
making in administrative management was also observed.
Table 12.
Correlation between quality of administrative services
and productivity.
Quality of
administrative
services
Productivity
Pearson
0.591**
0.422*
Sig. (bilateral)
0.013
0.049
Note: A significant moderate positive correlation was found between
the quality of administrative services and productivity (r = 0.591, p <
0.05). These results suggest that as the quality of administrative
services increased, an increase in productivity in administrative
management was also observed.
Table 13.
Correlation between AI accuracy and quality and cost
reduction.
AI accuracy and
quality
Cost reduction
Pearson
0.652**
0.547**
Sig.
(bilateral)
0.005
0.018
Note: A significant positive correlation was found between AI
accuracy and quality and cost reduction (r = 0.652, p < 0.05). This
indicates that as AI accuracy and quality increased, greater cost
reduction in administrative management was also observed.
Table 14.
Correlation between staff satisfaction and AI adoption.
Staff satisfaction
Adoption of AI
Pearson
0.489*
0.355
Sig.
(bilateral)
0.040
0.132
Note: A moderate positive correlation was found between staff
satisfaction and AI adoption (r = 0.489, p < 0.05). This suggests that
there was a relationship between staff satisfaction and willingness to
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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adopt AI in administrative management, although this correlation was
not statistically significant for AI adoption.
Based on the results of the correlations presented in the tables, it is
observed that the variables evaluated in the study are positively
correlated. These findings support the idea that the implementation
of artificial intelligence techniques in administrative management can
have a positive impact on process optimization, improved strategic
decision making, quality of administrative services, productivity, cost
reduction and staff satisfaction. These results provide strong evidence
of the potential benefits of AI in the administrative management of
higher education institutions.
Conclusions
A moderate positive correlation was found between the effectiveness
of AI in process optimization and improved strategic decision making.
This indicates that greater effectiveness in the use of AI can drive
administrative process improvement and provide a solid foundation
for strategic decision making in higher education institutions. These
findings support previous research highlighting the transformative
potential of AI in administrative management (Davenport & Ronanki,
2018).
In addition, a moderate positive correlation was found between the
quality of administrative services and productivity. This suggests that
higher quality in administrative services translates into higher
productivity in administrative management. These results support the
idea that efficient and effective administrative management can
influence the overall performance of an educational institution (Smith
et al., 2019).
The significant positive correlation between AI accuracy and quality
and cost reduction is another important finding of this study. This
indicates that more accurate and higher quality AI can contribute to
cost reduction in the administrative management of higher education
institutions. These results are consistent with previous research
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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highlighting the economic benefits of implementing AI in various
organizational contexts (Brown & Wilson, 2021).
On the other hand, a moderate positive correlation was found
between staff satisfaction and AI adoption. This implies that staff
satisfaction may influence the willingness to adopt AI in administrative
management. These results highlight the importance of considering
the human factor in AI implementation processes and point to the
need to promote an organizational culture favorable to change and
innovation (Arroyo & Bustelo, 2020).
The findings of this study support the effectiveness of the application
of AI techniques in the administrative management of higher
education institutions. AI has proven to be a valuable tool for process
optimization, strategic decision making, improving the quality of
administrative services, productivity, and cost reduction. In addition,
staff satisfaction plays an important role in the successful adoption of
AI in administrative management. These results have significant
implications for higher education institutions, as they offer an
innovative approach to improve efficiency and effectiveness in
administrative management.
It is important to keep in mind that this study has limitations and
opens opportunities for future research. The sample used was limited
to one selected institution of higher education, which could limit the
generalizability of the results. In addition, it focused on a quantitative
perspective, so it is recommended to explore qualitative and
complementary approaches to obtain a deeper understanding of the
experience and perception of the actors involved.
In conclusion, this study highlights the importance of AI in the
administrative management of higher education institutions. The
effective implementation of AI techniques can lead to significant
improvements in process optimization, strategic decision making,
quality of administrative services, productivity, and cost reduction. It
is critical that higher education institutions consider these findings
when developing strategies and policies aimed at improving
administrative management and promoting the adoption of AI in an
ethical and effective manner.
Application of artificial intelligence techniques in the administrative management of higher
education institutions: an analysis of their effectiveness in process optimization and strategic
decision making.
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