Julia Topalian joined MIT in 2013 as senior director of campaign operations, overseeing comprehensive philanthropic activities related to the MIT Campaign for a Better World. Since becoming the director of gift administration and recording secretary in 2019, she has led the team of gift administration and finance professionals that receives donations on behalf of MIT.

What does the Office of the Recording Secretary do, and what do you appreciate most about your current role?

Our work typically begins once a donor tells MIT they’re ready to make a gift. We draft gift agreements, establish dedicated funds for gifts, send gift receipts, and ensure accounting and tax compliance. If planned gifts or bequests are involved, we work with the Office of Gift Planning (OGP) to set up an additional level of documentation that routes donations according to how the donor envisions their legacy.

What I appreciate most about the function our office serves is how we work to translate the wishes of the donor into a document that will administer their gift for generations to come. For example, looking at gift documentation, I truly see what a tremendous impact that scholarship gifts have, and how donors’ giving will affect current students and the future of MIT. It is a privilege to be a part of crafting the language that ensures that each generous gift will make a meaningful impact on so many students in the future.

How are bequest gifts processed at MIT?

When MIT receives an estate gift, OGP coordinates with the donor’s representative to handle the transition of funds. The funds are then sent to my office either by wire, check, or securities; in the case of securities, our office handles their liquidation. Contributions are moved directly into the fund that the donor’s estate documents indicate they’d like to support. Often, the donor specifies that the funds are for MIT’s general support. In those cases, funds will be classified as unrestricted and applied to MIT’s most pressing needs. The Office of the Vice President for Finance, Resource Development, and the MIT Investment Management Company all coordinate to make sure that these gifts are handled carefully and thoughtfully.

What are the benefits of sharing information about a bequest intention with MIT, and what information is most helpful for the donor to share?

The benefit of sharing the details of an estate gift with MIT in advance is that we can help to articulate your goals and ensure a legacy that will live on at the Institute. We sometimes run into issues when a donor has left a specific request in their will that is difficult to accommodate, like for an academic area that has merged with another or for student support from an area from which we do not have many students. If donors are willing to share their intentions with us while they are doing their estate planning, we can help provide language for their documents that can address the areas they hope to support, but also allow flexibility as the academic direction of MIT evolves over time.

Why are planned gifts important to MIT?

MIT is a leader in higher education in part because alumni and friends have generously supported its mission and the programs that allow students and faculty to thrive. Planned gifts have been and continue to be a major source of that support. When someone makes a planned gift to MIT, they are entrusting us with their legacy. I am truly inspired and honored to help make a donor’s gift of a lifetime a part of MIT’s future.