Design Operations Coordinator

About the Role

The Design Operations Coordinator is an entry-level role on the Experience Design team at Gap Inc. You will keep the design practice running smoothly by owning the operational details that teams depend on every day: clean Jira boards, accurate capacity reports, organized research repositories, and reliable tooling access for designers across both Gap and our managed services partner team.

This is a hands-on role. You will work directly with UX researchers to manage participant recruitment, study scheduling, and repository organization. You will maintain Jira hygiene and reporting across all UX workstreams so leadership has clear, accurate visibility into what is in progress, what is blocked, and where capacity exists. You will help onboard new team members, keep design tools and asset libraries organized, and support the rituals and processes that hold the team together.

You will report to the Director of Design Operations and work closely with designers, researchers, product managers, and engineering partners across four brands and three journey tracks. This role is ideal for someone early in their career who is organized, curious, proactive, and genuinely excited about making creative teams work better.

This role is based in San Francisco (2 Folsom Street) or may be located in a secondary Gap Inc. office location.

What You'll Do

• Own Jira hygiene across all UX boards: ensure tickets are correctly categorized, estimated, assigned, and transitioned through workflows. Flag stale tickets, missing information, and broken dependencies before they become problems.

• Build and maintain weekly and monthly UX reports: capacity utilization, throughput, backlog health, and SLA tracking. Make the data clean and the reports useful, not decorative.

• Support research operations: coordinate participant recruitment, manage screening and scheduling logistics, maintain the research repository, and help distribute insights so they reach the teams that need them.

• Help document and refine team workflows, design rituals, and project management processes. When something is inefficient, flag it and propose a fix.

• Manage design tool administration: Figma licensing, Jira board configuration, Confluence spaces, and onboarding new team members onto the tooling ecosystem. Keep access current and organized.

• Support the onboarding process for new design hires (both Gap and managed services partner): ensure they have tool access, documentation, and context to be productive quickly.

• Maintain design asset repositories, documentation libraries, and shared resources. Keep things findable and current.

• Facilitate routine team meetings, standups, and retrospectives. Take clear notes, track action items, and follow up.

• Coordinate logistics for cross-functional workshops, design sprints, and collaborative sessions organized by the Design Operations Director.

• Look for opportunities to use AI tools to automate repetitive operational tasks: reporting, data cleanup, scheduling, and intake triage.

Who You Are

• You have 0 to 2 years of experience in project management, administrative support, design operations, or a design-related environment. Recent graduates with relevant internship experience are encouraged to apply.

• You are exceptionally organized. You track details without being asked, follow up without being reminded, and keep systems clean because you understand that operational rigor is what lets creative teams focus on creative work.

• You are familiar with design and collaboration tools such as Figma, Jira, Confluence, Miro, or Slack. You do not need to be an expert, but you should be comfortable learning new tools quickly and helping others use them.

• You are a clear communicator. You can write a concise status update, run a meeting without wasting time, and ask the right questions when something does not make sense.

• You are proactive. When you see a broken process, a messy board, or a gap in documentation, you fix it or raise it. You do not wait to be told.

• You are curious about design and passionate about enabling creative teams to do their best work. You may not be a designer yourself, but you care about the craft and want to understand how great design gets made.

• You are comfortable working across teams and time zones, including with managed services partner resources in the US and offshore.

• You are eager to learn. This role will expose you to UX research, design systems, product management, and enterprise operations. You should be excited about that breadth, not intimidated by it.