Fellowship Enrollment Coordinator

The Fellowship Enrollment Coordinator is a crucial bridge between physicians and advanced practice providers seeking to transform their practice of medicine and the New York Zen Center's Contemplative Medicine Fellowship. The Fellowship is an innovative 12-month, CME-eligible program that is changing the culture of medicine for individuals and the healthcare systems within which they practice through evidence-based contemplative practices.

You will be responsible for guiding 450+ prospects annually through a relationship-centered enrollment process by following up after information sessions, coordinating consultations, facilitating applications, and nurturing leads with empathetic, clinician-fluent communication. In this role, you will create space for clinicians to make life-changing decisions.

Success means dramatically improving application rates through systematic follow-up, personalized outreach, and data-driven optimization, all while maintaining the warmth, integrity, and contemplative approach that defines the New York Zen Center. If you're energized by mission-driven work, then this role offers significant impact with growth potential.

Responsibilities

1. 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

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.