Design and Development of A Hybrid AI Chatbot for Improving Administrative Support in Educational Institutions

Educational institutions receive many administrative queries related to admissions, fee structures, scholarships, examinations, timetables, and required documents. Answering these queries manually can increase the workload of administrative staff and cause delays for students. This paper proposes a hybrid artificial intelligence (AI) chatbot designed to improve administrative support in educational institutions. The proposed system combines rule-based responses, information retrieval, and generative AI to handle different types of student queries. It aims to provide answers based on verified institutional documents, support common queries in English and selected Indian languages, and identify questions that require human assistance. A confidence-based response mechanism is proposed to reduce incorrect or unsupported answers. The system will be evaluated using response accuracy, response time, query-handling performance, and user feedback. The proposed approach aims to make administrative information more accessible, consistent, and efficient while reducing repetitive work for college staff.