Project Coordinator - Case Management System Implementation

Project Coordinator – ECM Implementation

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Location:

Hybrid - South San Francisco, CA
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Schedule:

Full-Time | Non-Exempt
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Department: HQ – IT

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Reports To:

Project Manager (ECM)
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Pay Range: $30.00 – $38.00/hour

Aspiranet is seeking a highly organized and proactive Project Coordinator to support the implementation of a new Case Management System designed to strengthen coordinated, whole-person care for children, youth, and families.

This role is a great fit for someone who enjoys supporting cross-functional teams, keeping projects on track, and ensuring clear communication across stakeholders while contributing to a system improvement that directly impacts service delivery across the agency.

Aspiranet is a mission-driven nonprofit organization founded in 1975, serving communities across California. We support children, youth, and families through programs that include foster care and adoption, residential services, behavioral health, transitional age youth services, intensive home-based services, and community-based family resources.

At Aspiranet, we are guided by values of respect, integrity, courage, and hope, and we believe every role contributes to creating brighter futures.

The Case Management System Implementation Project Coordinator provides essential administrative, organizational, and logistical support to the project team. Working closely with the Project Manager, program stakeholders, and the implementation vendor, this role helps coordinate meetings, documentation, scheduling, communications, and tracking across all phases of implementation.

This position serves as a central point of organization and communication to ensure project activities stay aligned with timelines, deliverables, and stakeholder needs supporting a successful system launch with minimal disruption to services.

• Provide day-to-day administrative support for the Case Management System project.
• Maintain project schedules, calendars, and task tracking tools.
• Schedule and coordinate meetings, workshops, and stakeholder sessions.
• Prepare and distribute meeting agendas, minutes, and action item lists.
• Track follow-up items and ensure timely completion of tasks.
• Maintain organized project files, documentation, and shared work spaces.

• Serve as a primary point of coordination for project communications.
• Distribute approved project updates, announcements, and materials.
• Assist with gathering information across programs and divisions.
• Track stakeholder questions, feedback, and requests.
• Support communication efforts that promote system understanding and adoption.

• Maintain project logs (risks, issues, decisions, change requests).
• Support the Project Manager with status reports and dashboards.
• Organize and maintain vendor documentation and deliverables.
• Track training materials, user guides, and reference documents.
• Support maintenance of the requirements traceability matrix.

• Assist with planning and coordination of trainings and user meetings.
• Help schedule and track user testing activities.
• Coordinate logistics for pilots and phased rollouts.
• Track staff participation and feedback across programs.

• Coordinate logistics for vendor meetings, demos, and workshops.
• Track vendor action items and deliverables.
• Assist with documentation needed for invoice review and approval.

Minimum Requirements:

• Associate’s or Bachelor’s degree in business, public administration, information services, or a related field (or equivalent experience).
• Experience in administrative, project support, or program coordination.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office 365 (Teams, SharePoint, Outlook, Excel, Word).
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred:

• Experience supporting IT/software implementation projects.
• Familiarity with project management tools or methodologies.

• Competitive compensation and comprehensive benefits package
• 403(b) retirement plan with employer matching
• Paid time off including holidays, vacation, and sick leave
• Employee Assistance Program (EAP) with support resources
• Training and professional development opportunities
• Supportive, inclusive, and mission-driven workplace culture

Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families we serve.

Join us in supporting youth and strengthening families during critical moments of care.

Apply today:(Use the "Apply for this Job" box below)./careers