Gifts & Records Manager

Public Media Group of Southern California•Burbank, CA

11d•$75,000 - $85,000•Hybrid

About The Position

The Gifts and Records Manager plays a critical role in making fundraising work—accurately, efficiently, and with integrity. This position ensures that every gift, pledge, and donor record is processed correctly, acknowledged promptly, and reflected accurately in our systems. When donor data is clean and reliable, fundraisers can focus on building relationships, leadership can trust the numbers, and donors feel confident that their generosity is handled with care. Operating at the intersection of gift processing, donor data, and fundraising operations, this role is responsible for the day-to-day stewardship of gifts and records that support revenue tracking, compliance, reporting, and donor trust. The Manager partners closely with Advancement colleagues, Membership Operations and Data Teams, and Finance to maintain clean data, strong controls, clear documentation, and consistent practices. This role brings trusted expertise and hands‑on problem‑solving to how gifts and records are handled, taking responsibility for improving and sustaining the systems the team relies on. The Gifts and Records Manager must regularly use independence and discretion in the execution of duties with limited supervision.

Requirements

Bachelor’s degree or equivalent combination of education and relevant experience.
Minimum of 3 years of experience in advancement operations, donor services, gift processing, or related fundraising support roles.
At least 3 years of experience working with a donor database or CRM; Raiser’s Edge NXT strongly preferred.
Strong attention to detail and commitment to data accuracy, consistency, and confidentiality.
Proven ability to manage multiple priorities, meet deadlines, and work independently with sound judgment in a fast‑paced, detail‑oriented environment.
Clear communicator with the ability to work effectively across teams and with diverse stakeholders.
Ability to work onsite in the Burbank and Costa Mesa offices on occasion.
Commitment to maintaining the ethical standards of PBS SoCal and applicable professional associations, including AFP and ADRP.

Nice To Haves

Experience with financial reconciliation and nonprofit accounting concepts (preferred)
Knowledge of IRS regulations, receipting requirements, and UPMIFA (preferred)
Familiarity with tools such as iWave, RelSci, LexisNexis, or similar (preferred)
Experience supporting board data and governance records (preferred)
A combination of education and experience will be considered

Responsibilities

Process, record, batch, and document gifts, pledges, and gift agreements accurately and on time, in collaboration with Advancement colleagues, Membership Operations, Database Team, and Finance.
Record, load, and maintain executed gift and pledge agreements in the donor database.
Oversee receipt and acknowledgment processes to ensure timely, accurate, and compliant donor communications.
Serve as the primary point of contact and subject-matter expert for issues involving gifts, pledges, agreements, opportunities, and adjustments.
Link gifts and opportunities appropriately in the database, ensuring opportunities are updated as gifts are received.
Link gifts accurately to pledges and manage pledge balances, reminders, and documentation.
Generate and distribute gift notifications and daily gift reports.
Support reconciliation reviews, journal entries, gift adjustments, and coding updates in partnership with Advancement colleagues, Membership Operations and Data Teams, and Finance.
Monitor and update the gift coding schema as new codes are created or activated.
Facilitate online donations and donor support as needed across multiple platforms.
Coordinate the generation and delivery of annual gift summaries to donors.
Ensure compliance with IRS regulations, organizational policies, and public media standards related to gift acceptance, processing, and reporting.
Maintain the accuracy, integrity, and completeness of donor, prospect, foundation, and board records, proactively identifying and addressing procedural gaps or ambiguities that impact data quality.
Perform gift and opportunity linking, data updates, and ongoing data hygiene in the donor database.
Monitor and update donor PBS Passport access on a monthly basis.
Review and update board roster contact information, roles, leadership positions, and committee assignments on a quarterly basis.
Maintain former board member tracking and historical records.
Collaborate with Senior Manager, Advancement Data Systems & Analytics to design and manage ticketing system to facilitate Advancement’s data requests.
Develop and maintain clear, usable documentation for gift processing and data procedures to ensure audit readiness and support consistent practices across teams.
Stay current on donor database enhancements and best practices; recommend improvements that strengthen fundraising effectiveness.
Contribute to continuous improvement of workflows, documentation, and systems that support Advancement operations.
Other duties or special projects as assigned.