UTMUN 2025 Secretariat APPLICATIONS

(Application form at the bottom of the website)

Thinking of joining the 2025 Secretariat? We are looking for driven, creative, and dedicated individuals to lead our 2025 conference. You will work with the 2025 Secretariat for a 1-year term starting May 2024. To be eligible, you must be a University of Toronto student. For more details, read the position descriptions below. Please note all positions are unpaid.

Please read the information below before submitting your application for the UTMUN 2025 Secretariat.

Secretariat Breakdown

The Secretariat is comprised of two different Teams: The Executive Team and the Directors' Team.

The Executive Team is elected. Executive Team candidates need two years’ experience in UTMUN as either a staff or Secretariat member, unless no other suitable candidates can be found. The Secretary-General must have at least one year’s experience on the Secretariat. There are 5 seats on the Executive Team. These positions are:

  • Secretary-General

  • Under Secretary-General, Academic

  • Under Secretary-General, External

  • Under Secretary-General, Finance

  • Under Secretary-General, Internal

The Directors' Team consists of 18 members and is hired by the Secretary-General. The Directors' Team positions are:

  • Chargé(e) d'Affaires

  • Deputy Chargé(e) d'Affaires

  • Director of Communications

  • Director of Design and Branding

  • Director of Community Relationships

  • Director of Logistics

  • Director of Conference Innovations

  • Director of Delegate Experience

  • Director of Equity

  • Deputy Director of Equity

  • Director of General Assemblies

  • Director of ECOSOC Committees

  • Director of Specialized Committees

  • Co-Directors of Crisis Committees

  • Co-Directors of Hiring & Training

Please direct any questions to the Secretary-General, Aidan Thompson, at sg@utmun.org.

Note: This is a non-exhaustive list, and is subject to change. Roles and tasks may be added, removed, or redistributed at the discretion of the 2025 Secretary-General.

Secretariat Position Descriptions

CHARGÉ(E) D’AFFAIRES

  • Pre-Conference
    • Compile the delegate registration package with all the necessary information
    • Ensure that the online registration form and payment methods are accurate and working.
    • Set the registration deadlines together with the Secretary-General and the USG External.
    • Keep track of all registrations on an ongoing basis to ensure that the registration cap is not exceeded.
    • Correspond with Delegates, Faculty Advisors and other UTMUN guests in accordance with UTMUN policy (within two business days).
    • Produce invoices for Delegate registrations/the USG Finance.
    • Create the country matrix with input from the USG Academics and Branch Directors.
    • Distribute country assignments to individual Delegations after they have registered.
    • Maintain clear, up-to-date, and consistent records to ensure that all application forms have been processed accurately.
    • Plan for the successful implementation of the conference registration process.
    • Processing delegate registrations by centralizing the committee/character matrix, confirming payments, assigning delegates to committees and emailing delegates to confirm their registrations and placements.
    • Keeping an organized and systematized record of all delegate information and status of registration processing.
    • Collaborating with the Director of Communications to conduct outreach and encourage registration by schools and delegates.
    • Serving as the primary contact for delegate inquiries regarding registration and registration policies.
    • Collaborating with the Equity Team to process financial aid applications and registrations.
    • Collaborate with the USGs External and Finance, as well as the Equity Team, in order to redesign the financial aid system to be consistent, streamlined, and transparent
  • During Conference
    • Overseeing and supporting head delegates and faculty advisors during registration at UTMUN 2025.
    • Overseeing attendance and registration of delegates at key events including delegate training, delegate social and more.
    • Assisting the USG External with conference tasks.
    • Assist the USG External and the Secretary-General in any public communication aspect of the Conference (ex. morning/end of day emails to teachers during the conference).

DEPUTY CHARGÉ(E) D’AFFAIRES

  • Pre-Conference
    • Assisting the Chargee D’Affaires in processing delegate registrations by centralizing the committee/character matrix, confirming payments, assigning delegates to committees and emailing delegates to confirm their registrations and placements.
  • During Conference
    • Assisting the Charge D’Affaires in overseeing registration at UTMUN 2025, as well as coordinating registration for key delegate events.
    • Assisting the USG External with conference tasks.

DIRECTOR OF COMMUNICATIONS

  • Pre-Conference
    • Performing outreach for staff recruitment, delegate recruitment, partner schools, and other stakeholders via social media and any/all other communication mediums.
    • Finalize the brand identity, message, and objectives of the annual conference.
    • Have knowledge (or a desire to acquire skillsets) in various graphic design software.
    • Update social media profile and header images when required (including on Facebook, Instagram, the UTMUN website, twitter, etc.)
    • Organize and establish a monthly UTMUN 2025 newsletter for effective communication with staff prior to the conference.
    • Work with the USG Finance to develop and distribute sponsorship package to attract financial support through cold contacting and grant applications.
    • Assist Director of Design and Branding in the development of deliverables. This includes formatting background guides, name tags, and other conference materials.
  • During Conference
    • Manage/coordinate all conference social media activities (photography, social media updates, etc.).
    • Act as the point of contact for the conference photographer, and assist with any/all tasks as-needed.
    • Assisting the USG External with conference tasks.

DIRECTOR OF DESIGN AND BRANDING

  • Pre-Conference
    • Designing all conference content, including committee background guides, and other relevant conference documents such as the Delegate Handbook, the official Rules of Procedure, and more.
    • Have advanced knowledge (or a desire to acquire skill sets) in various graphic design software.
    • Update social media profile and header images when required.
    • Design committee logos.
    • Prepare final files for hand-offs to printers and other vendors.
    • Reverse-engineering design aspects as-needed, leveraging digital design platforms such as Adobe and Canva when necessary.
    • Overseeing the UTMUN 2025 website and ensuring conference policies are visible, well-communicated and accessible to all stakeholders.
    • Formulate new design/engagement products as-needed.
  • During Conference
    • Assisting the Director of Communications in maintaining the conference's online and social media presence during the conference.
    • Designing and updating conference awards and certificates leading up to the closing ceremonies.
    • Consistent archiving of final work and proper management of digital assets related to UTMUN.

DIRECTOR OF COMMUNITY RELATIONSHIPS

  • Pre-Conference

    • Update the sponsorship package for potential donors/sponsors, and reach out to potential sponsors while maintaining a database of sponsor/donor contacts

    • Connect with USG Internal for the list of sponsors, and report progress of sponsorships to USG External via biweekly External meetings

    • Build a sponsorship and awards portfolio for UTMUN from the ground up, and establish a network of long-term relationships with sponsors

    • Ensure that UTMUN fulfills all of its sponsorship agreements obligations by obtaining all required information from sponsors as specified in the sponsorship agreement.

    • Establish community partnerships with local businesses to provide partners with exposure and foot traffic through coupons and recommendations in the delegate handbook.

  • During Conference

    • Ensuring UTMUN 2024 adheres to its sponsorship agreements for the duration of the conference.

    • Collaborating with the Director of Public Relations to promote sponsorships and corporate partnerships throughout the conference.

    • Assist the USG Internal as-needed in all conference tasks

DIRECTOR OF CONFERENCE INNOVATIONS

Pre-Conference

  • Coordinating the development of innovative technical and non-technical products in order to ensure the holistic success of the conference

  • Maintaining a high degree of awareness and familiarity with novel products as they move through the development pipeline

  • Maintain constant communication with the Operations USGs in order to ensure swift timelines are adhered to

During Conference

  • Act as technical and logistical support to delegates and staff alike, answering questions where necessary, and resolving technical/logistical issues where possible

DIRECTOR OF LOGISTICS

Pre-Conference

  • Manage materials inventory and communicate with staff regarding their specific material needs before, during, and after the conference

  • Manage room assignments and communicate with staff regarding their specific space needs before, during, and after the conference

  • Support the USG Internal in managing the administrative and logistical elements of the conference, from schedule planning and room bookings to coordinating the programs, events, and opportunities that other staff planned for the conference

During Conference

  • Act as technical and logistical support to delegates and staff alike, answering questions where necessary, and resolving technical/logistical issues where possible

  • Providing conference technical support as-needed

  • Assist the USG Internal as-needed in all conference tasks

DIRECTOR OF DELEGATE EXPERIENCE

Pre-Conference

  • Plan and organize staff social events and networking events that engage external stakeholders with UTMUN

  • Plan and organize delegate social events and networking events that engage external stakeholders with UTMUN

  • Supporting the USG Internal in managing the social and networking elements of the conference, and engaging these events and opportunities with external partners and sponsors

  • Planning the annual charity event/promotion

During Conference

  • Act as the chief liaison and planner for all delegate socials, networking events, etc. and coordinate as-needed in order to ensure adequate staffing levels, materials, etc.

  • Executing the annual charity event/promotion

  • Providing conference technical support as-needed

  • Assist the USG Internal as-needed in all conference tasks

Preferred Qualifications

  • Has experience event planning on either a logistical/technical or event coordination level. Specific experience in conference planning is an asset.

  • Experience in corporate relations or sponsorship management.

DIRECTOR OF EQUITY

  • Pre-Conference
    • Work with the USG Academics and Branch Directors to create content warnings for committees.
    • Prepare UTMUN's equity policies and documents.
    • Facilitate all-staff equity training.
    • Ensure that Equity is a positive contributor to a cohesive and welcoming community environment at UTMUN.
  • During Conference
    • Respond to delegate equity concerns during the conference.
    • Ensure that Equity is a positive contributor to a cohesive and welcoming community environment at UTMUN.

DEPUTY DIRECTOR OF EQUITY

  • Pre-Conference

    • Work with the USG Academics and Branch Directors to review background guide, character guide, and mechanic guide content in order to ensure a positive conference experience.

    • Facilitate all-staff equity training.

    • Ensure that Equity is a positive contributor to a cohesive and welcoming community environment at UTMUN.

  • During Conference

    • Respond to delegate equity concerns during the conference.

    • Ensure that Equity is a positive contributor to a cohesive and welcoming community environment at UTMUN.

DIRECTOR OF GENERAL ASSEMBLIES

  • Pre-Conference
    • Pitch committee ideas and supervise the presentation of committee contents within GA branch
    • Pay special attention to hold committee staff accountable for their contents, teams, and deadlines
    • Ensure a welcoming, engaging, and equitable experience for staff within branch
    • Assist USG Academics and Co-Directors of Hiring and Training in screening staff during hiring
    • Coordinate with Co-Directors of Hiring and Training to organize simulations and role-specific trainings
    • Work closely with USG Academics to ensure cohesion across branches in following centralized timeline
    • Organize branch social activities, fostering a welcoming environment for all branch staff
    • Support the promotion of branch committees in the staff hiring and delegate registration processes, including through collaborations with the Director of Communications and/or Registration team
  • During Conference
    • Supervise GA branch, ensuring that all committees are running in an efficient and engaging manner for delegates
    • Support the promotion of branch committees, including through collaborations with the Director of Communications

DIRECTOR OF ECOSOC

  • Pre-Conference
    • Pitch committee ideas and supervise the presentation of committee contents within ECOSOC branch
    • Pay special attention to hold committee staff accountable for their contents, teams, and deadlines
    • Ensure a welcoming, engaging, and equitable experience for staff within branch
    • Assist USG Academics and Co-Directors of Hiring and Training in screening staff during hiring
    • Coordinate with Co-Directors of Hiring and Training to organize simulations and role-specific trainings
    • Work closely with USG Academics to ensure cohesion across branches in following centralized timeline
    • Organize branch social activities, fostering a welcoming environment for all branch staff
    • Take a leading role in defining the characteristics of the branch, including through content differentiation when necessary
    • Support the promotion of branch committees in the staff hiring and delegate registration processes, including through collaborations with the Director of Communications and/or Registration team
  • During Conference
    • Supervise ECOSOC branch, ensuring that all committees are running in an efficient and engaging manner for delegates
    • Support the promotion of branch committees, including through collaborations with the Director of Communications

DIRECTOR OF SPECIALIZED COMMITTEES

  • Pre-Conference
    • Pitch committee ideas and supervise the presentation of committee contents within Specialized branch
    • Pay special attention to hold committee staff accountable for their contents, teams, and deadlines
    • Ensure a welcoming, engaging, and equitable experience for staff within branch
    • Assist USG Academics and Co-Directors of Hiring and Training in screening staff during hiring
    • Coordinate with Co-Directors of Hiring and Training to organize simulations and role-specific trainings
    • Work closely with USG Academics to ensure cohesion across branches in following centralized timeline
    • Organize branch social activities, fostering a welcoming environment for all branch staff
    • Take a leading role in defining the characteristics of the branch, including through content differentiation when necessary
    • Support the promotion of branch committees in the staff hiring and delegate registration processes, including through collaborations with the Director of Communications and/or Registration team
  • During Conference
    • Supervise Specialized branch, ensuring that all committees are running in an efficient and engaging manner for delegates
    • Support the promotion of branch committees, including through collaborations with the Director of Communications

CO-DIRECTORS OF CRISIS COMMITTEES

  • Pre-Conference
    • Pitch committee ideas and supervise the presentation of committee contents within Crisis branch
    • Pay special attention to hold committee staff accountable for their contents, teams, and deadlines
    • Ensure a welcoming, engaging, and equitable experience for staff within branch
    • Assist USG Academics and Co-Directors of Hiring and Training in screening staff during hiring
    • Coordinate with Co-Directors of Hiring and Training to organize simulations and role-specific trainings
    • Work closely with USG Academics to ensure cohesion across branches in following centralized timeline
    • Facilitate the purchase of all relevant Crisis props, maps, outfits, and other materials.
    • Organize branch social activities, fostering a welcoming environment for all branch staff
    • Support the promotion of branch committees in the staff hiring and delegate registration processes, including through collaborations with the Director of Communications and/or Registration team
  • During Conference
    • Supervise Crisis branch, ensuring that all committees are running in an efficient and engaging manner for delegates
    • Support the promotion of branch committees, including through collaborations with the Director of Communications
    • Brief all staff on awards policy and relevant deadlines during the conference

CO-DIRECTORS OF HIRING & TRAINING

Preferred Experience:

  • Knowledgeable in Model United Nations/UTMUN Rules of Procedures (ROP) with experience in staff training and hiring

Pre-Conference

  • Work with USG Academics, the Equity team, and Branch Directors during hiring in organizing interviews and screening candidates

  • Coordinate simulations and role-specific training plans for all staff with USG Academics and Branch Directors, and work with the Equity team to integrate equity trainings

  • Create role-specific and ROP resources to ensure effective front-room moderating and back-room management

  • Responsible for staff management throughout conference, especially in coordinating with Internal team and USG Academics on staff conflicts and substitutions

  • Take a leading role in the development of a positive, supportive, and welcoming community environment at UTMUN 2025

  • Maintain a high degree of familiarity with committee needs throughout the year

  • Coordinate with the USG Academics to develop innovative tools for committee activities

During Conference

  • Supervise staff’s effectiveness in committee sessions and provide assistance if necessary

  • Support the conference in coordinating substitutions and different staff positions if needed

  • Act as a liaison between staff and Secretariat/the Equity team as-needed in order to ensure that staff feel adequately supported throughout the conference

Applications are due Wednesday, April 17th at 11:59 PM EST.

Applications submitted past the due date will not be considered.

All Applicants must apply online on the form provided below.
Director of Design and Branding applicants will be expected to provide a small portfolio of their past design/branding work. This work does not have to be published. Personal work is fine! Submit your portfolio to sg@utmun.org.

Please note: The Director of Communications will be also be acting as an Assistant Director of Design and Branding. On top of managing UTMUN’s social media channels and acquiring partnerships for the conference, the Director of Communications will assist the Director of Design and Branding in formatting background guides, name tags, and other conference materials. Therefore, having a bit of background in graphic design will be considered an asset for this role.

Application Form