Project Manager - Case Management System Implementation

Project Manager (ECM Implementation)

Location:

Hybrid | South San Francisco, CA

Schedule:

Full-Time | Exempt

Department: HQ Admin - IT Department

Reports To:

Chief Operating Officer (COO)

Salary Range: $95,000 - $115,000

Make a Meaningful Impact

Aspiranet is seeking an experienced and mission-driven Project Manager (ECM Implementation) to lead the implementation of an agency-wide Case Management System initiative. This system will strengthen coordinated, whole-person care across children, youth, and families by creating a unified platform for case management, documentation, communication, and reporting.

This role is ideal for a strategic project leader who can drive complex system implementation work, align cross-functional stakeholders, and ensure successful adoption with minimal disruption to service delivery.

️ About Aspiranet

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.

Position Summary

The Case Management System Implementation Project Manager is responsible for leading the planning, coordination, and successful delivery of Aspiranet's agency-wide Case Management System initiative. This system is designed to strengthen service delivery and enable coordinated, whole-person care by supporting case management, documentation, communication, and reporting across programs.

Working under the guidance of the Executive Sponsor and in close collaboration with the Case Management Steering Committee, this role oversees project scope, schedule, budget, risk management, stakeholder engagement, and organizational change management. The Project Manager also serves as the primary liaison between internal teams and the implementation vendor to ensure the system is deployed in alignment with strategic goals and compliance needs.

Key Responsibilities

Project Leadership & Governance

* Lead the Case Management System implementation under the direction of the Executive Sponsor and in partnership with the Steering Committee.

* Serve as the central point of accountability for project success and alignment with coordinated, whole-person care priorities.

* Maintain the master project plan, timeline, resource plan, and governance framework.

* Prepare and present regular project updates to leadership, Executive Sponsor, and Steering Committee.

* Coordinate decision-making to ensure system design aligns with project scope and success criteria.

* Ensure milestones, deliverables, and outcomes are achieved in accordance with the Project Charter and RFP.

Scope & Requirements Management

* Facilitate cross-program requirements gathering to support holistic service delivery.

* Engage program leaders and frontline staff to design workflows that reflect whole-person, family-centered practice.

* Validate vendor deliverables meet functional, technical, and program needs.

* Maintain a requirements traceability matrix to ensure alignment throughout implementation.

* Support formal change control processes and assess impacts to operations and service delivery.

Risk, Issues & Budget Oversight

* Identify, document, and escalate risks impacting timeline, budget, continuity of care, or service coordination.

* Develop mitigation strategies with leadership and the Steering Committee.

* Monitor project expenditures, invoices, and vendor performance to ensure alignment with approved budget.

* Validate vendor deliverables prior to invoice approval and escalate potential cost overruns.

Vendor & Stakeholder Management

* Serve as the primary liaison between internal teams and the implementation vendor.

* Manage day-to-day vendor coordination and ensure deliverables meet contractual commitments.

* Partner with cross-functional teams to ensure successful adoption across programs and divisions.

Organizational Change Management

* Support change management strategies to prepare staff for adoption of the new Case Management System.

* Support communication strategies emphasizing system benefits and service improvements.

* Support training plans, user adoption strategies, and post-implementation support planning.

Qualifications

Minimum Requirements:

* Bachelor's degree in Business, Information Systems, Public Administration, Social Services, or related field.

* Demonstrated experience managing complex IT or enterprise system implementations.

* Demonstrated experience leading cross-functional projects with multiple stakeholders.

* Strong understanding of project management methodologies and best practices.

* Experience managing third-party vendors and implementation partners.

* Excellent communication, facilitation, and organizational skills.

Preferred:

* Experience…