Building the Modern Campus - A Higher-Ed Project Management Playbook Part 4

About The Episode:

Jake Tolman sits down with senior data scientist and founder of Between the Data, Ben Burke, to explore what it truly means for higher ed project managers to become AI-fluent. This episode unpacks the growing role of artificial intelligence in campus operations and how PMs can harness AI to boost productivity, improve communication, and stay future-ready without fearing replacement. If you’re navigating digital transformation on your campus, this conversation is a must-listen.

‍

Key Takeaways

• AI Fluency vs. AI Literacy in Higher Ed Project Management: Literacy is understanding AI terms; fluency is applying AI effectively to drive project outcomes.
• 80% of PM Tasks Could Be Automated by AI in the Next 5 Years: Embracing AI doesn't make you obsolete—it makes you essential in new ways.
• AI Is a Tool, Not a Threat: AI won’t take your job, but someone who understands how to use it might.
• Project Managers Need Core Human Skills More Than Ever: Communication, negotiation, conflict resolution, and critical thinking are irreplaceable.
• AI Enables Strategic Focus: By offloading repetitive tasks to AI, PMs can concentrate on leadership, foresight, and team alignment.
• AI Tools Are Ready for Higher Ed Now: You don’t need to be a coder—tools like ChatGPT or Claude are accessible and impactful today.
• Soft Skills Paired with AI = Powerhouse PMs: Using AI to enhance, not replace, your capabilities results in smarter, more agile project teams.

‍

Episode Summary

How is AI transforming project management in higher ed today?
Jake and Ben make it clear: project management in higher ed is no longer just about Gantt charts and sticky notes. As institutions move through digital transformation journeys, the role of AI is becoming central to how project managers operate. From automating meeting notes to streamlining discovery processes and helping PMs distill complex stakeholder conversations into actionable insights, AI is redefining what it means to lead a project. Ben emphasizes the shift from simply using tools to mastering them—developing a working fluency that lets PMs not just understand AI, but strategically apply it in daily operations.

What’s the difference between AI literacy and AI fluency—and why does it matter?
Ben draws a powerful analogy: literacy is reading the book; fluency is speaking the language. In higher ed, where tools and tech are changing weekly, it's not enough to just know the terminology. Project managers need to be comfortable experimenting with AI platforms, integrating them into workflows, and understanding inputs/outputs well enough to coach stakeholders through AI-supported initiatives. This fluency allows for faster execution, sharper communication, and a more agile response to institutional demands.

What fears do project managers have around AI—and how do they move past them?
Jake calls out a key issue: fear of the unknown and discomfort with change. PMs worry AI might replace them or that they’ll lose essential skills by outsourcing too much to machines. But Ben reframes it—AI isn't stealing your job; it’s a new coworker. By becoming a strategic orchestrator of AI-powered work, PMs can move beyond task managers to thought leaders. The path forward lies in testing, training, and trusting the tools—starting with small, low-risk applications like meeting summaries or discovery agendas.

What does AI fluency look like in real project workflows?
Ben shares how he collaborates with PMs who use AI to surface risks early, draft documentation, or analyze sentiment from user feedback. He highlights repeatable, structured prompts as one of the most valuable tools in an AI-fluent PM’s toolkit. Rather than rewriting tasks repeatedly, project managers can standardize processes and train AI models to adapt to campus culture and communication norms. For higher ed professionals, this could mean custom models that write in the tone of the institution, distill student interviews, or even pre-generate discovery sessions based on user stories.

What are the human skills project managers still need to master?
Jake and Ben both agree: communication is king. AI can assist, but it doesn’t replace the ability to lead people, negotiate priorities, resolve stakeholder conflicts, or ask the critical questions that uncover real project needs. PMs who pair soft skills with technical tools will be unstoppable. And as AI takes over repetitive or low-value tasks, the best PMs will have more time to do the strategic work they’ve always wanted to do—coaching, connecting, and future-planning.

How can higher ed leaders get started without feeling overwhelmed?
Start small. You don’t need to understand machine learning models or train neural networks. Instead, focus on use cases: summarize notes, create agendas, or test ideas through AI-powered brainstorming. Don’t let perfectionism or fear of “doing it wrong” keep you from diving in. And remember, the AI tools you use today are the worst they’ll ever be—they’re only going to get better.

‍

‍

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.