UX Operations Specialist

National University•Remote, California, CA

1d•Remote

About The Position

The UX Operations Specialist supports the day-to-day operational needs of the UX organization, spanning research, design, and analytics functions. This role manages intake, project coordination, workflow tracking, and cross-functional communication to keep UX initiatives progressing on schedule. The Specialist partners with Product, PMO, and Marketing teams to align priorities, maintain project management tooling, and oversee budget and vendor coordination. This is a remote, individual contributor position reporting to the Director of Performance User Experience.

Requirements

Bachelor’s degree in business operations, project management, or a related field preferred
2-3 years of experience in operations, program coordination, or UX/project support roles
Experience working with cross-functional teams (e.g., Product, Engineering, Marketing)
Familiarity with UX processes (design, research, testing) and digital/web environments
Experience using tools like Jira, Asana, Airtable, or similar to track and manage work
Strong organizational skills with the ability to manage multiple priorities and maintain clear workflows
Experience coordinating with vendors or external partners is a plus
Strong written and verbal communication skills, with the ability to clearly document and share
Demonstrated ability to build, manage, and maintain trackers, workflows, and reporting tools to support accuracy, follow‑through, and day‑to‑day accountability across UX initiatives.
Experience identifying workflow bottlenecks and implementing practical process improvements that support team efficiency and timely delivery.
Ability to clearly communicate status, insights, and risks through summaries, dashboards, and reports to support visibility and informed decision‑making.
Proficiency using collaboration and work‑management tools (e.g., Jira, Trello, Asana) to track work, support prioritization, and coordinate across cross‑functional teams.
Experience operating within Agile or iterative delivery environments, with the ability to adapt plans and workflows based on feedback, priorities, and evolving needs.
Working understanding of how user experience connects to performance outcomes (e.g., conversion rates, engagement, ROI), with the ability to support optimization efforts through data and insights.

Responsibilities

Support end-to-end UX workflows across research, design, and analytics
Manage intake, tracking, and coordination of UX work across teams, including timelines, stakeholders, vendors, and resources
Ensure UX work is tracked, updated, and progressing on schedule across projects, flagging risks and dependencies as needed
Facilitate clear communication across teams and stake holders, including surfacing updates, risks, and dependencies
Maintain and update tools (e.g., Jira) to ensure visibility into UX work, timelines, and status
Support ad hoc research and operational needs as they arise within the UX team
Represent UX teams in key meetings to share ticket and project updates
Ensure UX work is clearly documented and routed appropriately across teams
Partner with stakeholders to clarify requirements and support readiness for execution
Coordinate project kickoffs and ensure alignment across teams
Maintain and optimize tools (e.g., Jira) and workflows to support UX operations
Support development of standardized templates, documentation, and processes
Help prepare and support team status meetings (e.g., agendas, updates, tracking action items) in partnership with UX leadership
Identify opportunities to improve efficiency and streamline workflows
Lead tracking of UX budgets, including tools, research, and vendor/agency spending
Coordinate with external vendors and partners on invoicing, timelines, deliverables, and onboarding
Help ensure resources are aligned to priorities and utilized effectively
Partner with PMO and cross-functional teams to align timelines, dependencies, and delivery plans
Ensure UX work is coordinated within broader program and project plans
Support coordination across multiple initiatives to maintain alignment and progress