Gifts & Records Manager

Position Title: Gifts and Records Manager

Department: Advancement

Reports to: Senior Manager, Advancement Data Systems & Analytics

Classification: Regular, Full-Time, Exempt

Location: Burbank, CA and Costa Mesa, CA (Hybrid)

Compensation: $75,000.00 - $85,000.000/ annually


Work with a Purpose!

PBS SoCal is looking for a talented Gifts and Records Manager to join our growing organization. If you are highly collaborative, and have experience championing an integrated approach to stewarding donors' gifts and data, then submit your cover letter and resume today!

About PBS SoCal

PBS SoCal tells stories that matter through original programs that reflect the diversity of the region and the full schedule of trusted PBS and PBS SoCal programs. Our content channels are available for free on internet-connected screens through the PBS and PBS KIDS App, as well as seven local broadcast channels including PBS SoCal and PBS SoCal Plus.

A donor-supported community institution, PBS SoCal sparks the sharing of ideas at in-person cultural events and community conversations as well as delivers social impact through services that prepare our most vulnerable children for school.

Job Overview

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.

Primary Duties/Responsibilities:

60% Gift & Pledge Stewardship

• 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.

40% Constituent Data & Record Stewardship

• 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.

Qualifications:

• 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.
• 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

Physical Demands

While performing the duties of this job, it is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls reach with hands and arms; and talk or hear. The employee is also required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment

The working conditions are primarily general office or remote setting. However, the position will require off-site travel other such locations as necessary

Equal Opportunity Employer

PBS SoCal provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regards to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.