Position Information

Functional Area: Office of the Vice President for Finance, Office of the Recording Secretary
Position Title: Temporary Gift Operations Assistant
Reports To: Associate Director, Gift Operations and Reporting
Salary Grade: 5
Hours per Week/Status: 40 hours / Non-Exempt
Schedule: Hybrid, Monday–Friday, 8:00 AM–5:00 PM or 8:30 AM–5:30 PM, with an unpaid one-hour lunch. On campus every Tuesday.
Duration: November 2026–February 2, 2027

About the Office of the Vice President for Finance

Join the MIT Office of the Vice President for Finance (VPF) and be part of a team dedicated to managing the Institute's financial resources to support education, research, and innovation. At VPF, we prioritize excellence, integrity, and inclusiveness in our work and office culture.

VPF achieves its goals through teamwork and collaboration, and we celebrate those successes together. Our team comprises professionals with diverse backgrounds and skill sets who share a passion for financial and administrative excellence.

VPF offers flexible work schedules with both remote and in-office work. A VPF staff member will spend 2–8 days per month in the office, depending on the position and specific team schedules. Our primary location in Technology Square is convenient to amenities, including coffee shops, lunch spots, and events on MIT's main campus.

Position Overview

The Gift Operations Assistant will provide support in the Office of the Recording Secretary on services that ensure timely processing of gifts to the Institute. They will focus on functions to maintain the integrity of all relevant gift processing data and maintain institutional documentation associated with gift operations, including adding new records and updating databases, processing gifts and pledges to MIT, conducting basic research, reporting on and reconciling data issues.

The ideal candidate will be a consummate customer service professional with a keen eye for detail and an interest in fundraising and/or finance and accounting.

Principal Duties and Responsibilities

Conduct timely and accurate processing of gifts, pledges, and payments in the gifts database.
Review information entered into the database for accuracy and consistency; report on and reconcile data issues.
Support database integrity by making necessary updates or corrections and entering biographical updates for alumni, friends, and donors.
Assist with weekly remote deposits, including opening the mail and logging checks.
Perform other duties as assigned.

Qualifications

Required

High school diploma or equivalent.
At least three years of administrative experience in an office setting, preferably in a nonprofit or finance environment.
Demonstrated knowledge and use of business management databases.
Proficiency in Microsoft Word and Excel.
Experience providing outstanding customer service.
Strong interpersonal and communication skills.
Demonstrated ability to use discretion and maintain confidentiality at all times.
Strong organizational skills and attention to detail.
Ability to learn tasks quickly and perform accurately.
Ability to work occasional evenings and weekends during peak processing seasons at calendar year-end (mid-December to mid-January).

Preferred

Bachelor's degree.
Experience with financial or fundraising databases.
Proficiency in SAP, Advance, FileMaker Pro, and Apple products.
Experience with Outlook calendaring software.
Familiarity with the Ellucian CRM Advance gift system or a similar fundraising database.
Knowledge of MIT policies, procedures, and operational systems.
Interest in fundraising and/or finance and accounting.

Supervision Received

Reports to the Associate Director, Gift Operations and Reporting.

Supervision Exercised

Operations Assistant / Accountant

Key skills

About this role