The Fellowship Enrollment Coordinator is the New York Zen Center's lead nurture specialist. They are the person who turns physician interest into enrolled Contemplative Medicine Fellows.
About the Contemplative Medicine Fellowship: The Fellowship is an innovative 12-month program that is changing the culture of medicine for individuals and the healthcare systems within which they practice through evidence-based contemplative practices.
Your mission: Guide 450+ physicians and advanced practice providers annually through the decision to invest $12K+ and 12 months into our Contemplative Medicine Fellowship.
This role isn't passive "relationship-building." It's systematic, empathetic, lead nurture that will involve:
- Following up after information sessions
- Coordinating discovery consultations
- Moving applications forward
- Nurturing skeptical prospects with clinician-fluent communication that is in alignment with the core values of NYZC
Understanding the prospect: These aren't casual buyers; they're physicians struggling with their position in the modern healthcare system and questioning whether to leave medicine entirely. Your follow-up can be the difference between a doctor finding the Fellowship or quitting their career. You'll earn the trust of a sophisticated, time-starved audience that's been dramatically underserved by inadequate corporate wellness initiatives.
You'll succeed by improving application rates through CRM optimization, managing/developing automated outreach sequences, and relationship-centered, persistent follow-up, all while maintaining the empathetic, patient, non-corporate approach physicians expect from NYZC.
This role requires: Lead nurture experience with long decision cycles (3-6 months), comfort with high-volume outreach where most prospects won't respond, and the ability to earn trust from skeptical, credential-conscious professionals. If you're a mission-driven communicator with the patience and systems-thinking to nurture physicians through difficult and important decisions, then this role offers measurable impact in a growing organization.
Responsibilities1. Information Session Support & Follow-Up
- Attend and assist in facilitating Fellowship Information Sessions, making initial introductions and communicating with prospects during the Zoom-based event.
- Send personalized follow-up emails and texts within 24 hours of each monthly information session.
- Distribute Fellowship applications to all attendees and follow up regularly.
- Answer basic questions about the application process, timeline, and program details.
- Maintain attendance records and track and report on application completion rate.
- Monitor general incoming messaging (emails, phone calls) for Fellowship related support.
2. Individual Consultation Support
- Coordinate scheduling and send pre-consultation materials
- Follow up within 24 hours post-consultation with application and next steps
- Support contemplative educators and contemplative physicians with administrative tasks
- Track and report on consultation-to-application conversion rates
3. Application Process Facilitation
- Guide prospects through application completion
- Answer procedural questions about requirements, deadlines, and financial aid
- Coordinate with the admissions team on incomplete applications and payments to inform appropriate follow-up
- Maintain and report on application pipeline tracking
4. Lead Nurturing & Relationship Development
- Develop email sequences for different prospect segments
- Send periodic program updates and relevant content to prospects
- Maintain warm relationships with applicants during the review process
5. Prospecting & Outreach
- Attend relevant conferences and cultivate connections with prospective Fellows
- Warm outreach: Engage with prospective students who have engaged with some NYZC content or materials
- Cold outreach: direct messaging/communication with potential students with no prior connection to the work of NYZC
Required:
- 2+ years in enrollment coordination, admissions counseling, or student recruitment (healthcare/education sector preferred, but not required)
- Ability to manage 100+ prospect relationships simultaneously with follow-up
- CRM proficiency (GoHighLevel and Salesforce experience strongly preferred)
- Data tracking, pipeline reporting, and email automation skills
- Written and verbal communication skills. Empathetic, clear, and relationship-centered.
Preferred:
- Background in healthcare, medical education, or physician-facing programs (CME, coaching, wellness)
- Understanding of physician culture, training pathways, and systemic healthcare pressures
- Experience with contemplative education or mindfulness-based programs (non-corporate context)
- Marketing/copywriting skills for crafting personalized, voice-of-customer messaging
- Conference attendance and networking experience for prospecting and relationship cultivation
- New York City (Preferable), Remote Possible
Success Profile: The ideal candidate balances data-driven enrollment metrics with authentic, non-pushy relationship building. You see this role as facilitating life-changing decisions for physicians, not just filling seats. You're comfortable with ambitious conversion targets while maintaining the contemplative values of patience, empathy, and respect for autonomy.
Paid time off, including paid vacation commensurate with experience, paid NYZC holidays, sick/safe time, and related leave as required by New York State, accrued pro-rated based on hours worked. Opportunity to participate in some NYZC programs at no cost.
