Website Coordinator

Number of People: 1–2

Budget: $0

This position performs all administration tasks for the free "Google for Nonprofits" account under which All Star 2 hosts its website, email addresses, mailing lists, and online document storage. You will serve the conference chairs as well as the AS2 corporation directors; in general, there is a steady but slow trickle of requests throughout the year (see below), and you will need to have (or learn) proficiency with administrating a Google Workspace account in order to be successful.

New chairs may wish to check with the current coordinator(s) to see whether anyone wants to rotate off. The email address web@allstar2.org can be used to get in touch with the current web team.

Responsibilities

Year-round responsibilities include the following:

• • Maintain allstar2.org accounts for people who need them (treasurer, registrar, chairs, yourself).

  • Maintain the AS2 web pages, including collecting and making edits to volunteer job pages and assisting the chairs (as needed) with updating the home page throughout the year.

  • Manage subscriptions to the AS2 Corporation mailing lists (as2chairs, as2announce, web, archives, social, etc).

  • Provide "tech support" assistance with uploading documents, updating web pages, creating and viewing Google Drive docs, etc.

  • You may also be called upon to help maintain the Ginny Levine Fund documents (web form). This requires strict secrecy and discretion.

During the conference, you tend to get a break because no one is checking the web page, unless this years' chairs have decided to implement a virtual Star Board and need help managing it. But you may collect feedback on the island. It's a good idea to install the Google Admin app on your phone before you leave for the island; it can come in handy in a pinch.

In the weeks following the conference (roughly July and August) you should do the following:

• • Move the current year's conference web page to the archive, update the list of past conferences, and reset the home page to the "parked" home page.

  • Check with the outgoing chairs to see if they want to change their subscription to the as2chairs mailing list. Some prefer to use their chairs account, some prefer their personal emails.

  • Encourage the outgoing chairs to upload every bit of documentation they have to the Chairs Archive shared drive, if they haven't already.

  • Set up a new as2chairs20xx@allstar2.org email account for the incoming chairs.

  • Get in touch with the incoming chairs. Make sure they have control of their new email account. Offer your services getting them set up with Google Drive and editing the web site. Encourage them to start using the Chairs Archive shared drive now.

  • Collect (solicit?) updates to volunteer job descriptions. The outgoing chairs may get in touch with the results of the conference evaluations, or they may make the edits themselves, or you may get emails on the web team mailing list, but most likely none of the above will happen if you don't ask.

Over the fall (September through December) you should do the following:

• • Create a conference web page for the new year. Clean up the site's editor list and grant edit access to the new chairs' account.

  • Teach the new chairs how to edit the website. Many folks appreciate a 30 minute video call so you can screenshare and walk them through it once. Encourage them to take on the editing themselves, but be ready to assist with uploading files or "it just won't do what I want it to do". All Content Management Systems suck, including Google's.

  • Once the new home page has useful information on it (i.e. conference dates, a speaker and topic), hide the "parked" home page and make the new year's page the site's home page. This will probably happen after the conference business meeting (usually in October), but should happen before December 1st and absolutely must happen well before registration opens.

  • This is a good time to go through the site and do miscellaneous clean-up tasks.

Once registration opens, plan on being fairly available. You will do things like:

• • Continue to assist the chairs with website updates, like adding the Speaker's bio or uploading the Boat Letter.

  • Update the as2announce mailing list with new or changed email addresses.

  • Provide tech support to the Ginny Levine Fund administrators.

  • Fix last-minute email problems and reset passwords.

Tips and Tricks

You will need your own @allstar2.org account. It will be marked as an Admin (or possibly a Super Admin), which implies that you will be required to turn on MFA. Under no circumstances should you attempt to administer the AS2 workspace from a personal (non-allstar2.org) account. If this paragraph bothers or confuses you, you might not want this job.

Social media such as Facebook or Instagram are (mostly) not your job. The Facebook page mostly maintains itself(?) and shoalers can use it to share photos or videos from the conference. Chairs can apply to become an admin of the Facebook page from their own personal Facebook account. We do now have a socials@allstar2.org mailing list that we use to sign up for accounts so we can reset the password if necessary. If the new chairs want access to the Instagram account, figure out who already has it and/or log in and reset it yourself.

The as2chairs group is both a mailing list (Google Group) and a security group (allows access to Google Drive). Many chairs will want the messages delivered to one email address, but will have a different Google account in order to access Google Drive. Or they want to read from one account and post from a different one. It's easy enough to add additional subscriptions marked "do not deliver messages", which still allows both posting and Google Drive access.

If a Drive document is owned by an @allstar2.org Google account, the corporation's unlimited storage is used to store the doc. If the document owner is a personal Google account, that account will be charged for storage even if the file appears to be located in the corporation's Shared Drive. This is confusing to absolutely everyone. Encourage folks to assign ownership of all their docs to their chairs account; you will not be able to do this for them, no matter how many permissions you think you have.

Last update: Ben Cordes, July 2026