AI-Powered Application Tools: Practices, Benefits, and Challenges in Performing Educational Administrative Functions

Integrating Artificial Intelligence (AI) tools into administrative functions presents significant challenges for organizations, particularly in regions with slower technological adaptation. This qualitative study aims to explore practices, perceived benefits, and obstacles encountered by administrative personnel utilizing AI tools in the workplace. The research addresses the question: How do AI tools impact administrative functions, and what barriers and opportunities emerge during adoption? Semi-structured interviews were conducted with personnel across diverse Philippine organizations, including those hesitant to fully embrace AI technologies. The study adopted thematic analysis to identify key patterns and themes regarding AI application, benefits, challenges, and support requirements. Findings revealed that AI tools substantially improve efficiency by automating routine tasks, enabling personnel to focus on strategic activities. Participants acknowledged the potential of AI to enhance skill development and productivity. However, several barriers to effective adoption were identified, including inadequate infrastructure, resistance to change, insufficient training, and a lack of familiarity with technology. The absence of accessible support systems was particularly pronounced as a hindrance. The study highlights the importance of targeted, hands-on training tailored to the needs of non-tech-savvy users, ongoing technical support, and clear operational guidance. Additionally, cultivating a collaborative and supportive organizational environment that addresses infrastructural gaps and fosters cultural shifts is critical for successful integration. These measures not only facilitate smoother technological adaptation but also empower employees to harness AI’s transformative potential effectively. In conclusion, the research underscores the necessity for organizations to invest in training, infrastructure, and cultural shifts to unlock AI’s benefits and elevate administrative functions. The findings provide actionable insights to guide organizations aiming to navigate the complexities of AI adoption.